Finance & HR Administrator

SUMMARY:
Luxury Hotel in the Kameeldrift area is looking for an experienced Finance & HR Administrator to provide administrative support to both finance and HR department.

POSITION INFO:
Financial duties:
 
Ensuring all invoices is supported by either an approved Purchase Order or agreement
(Wanama).
Ensuring all goods have been received onto the stock system as indicated by the stamp
as required (Wanama).
Ensuring all goods have been received at the correct value as indicated on the purchase
order (Wanama).
Capture invoices on Wanama and prepare import to Pastel for Management Accountant
to approve.
Ensuring all services have been rendered through sign off of invoices by responsible
HOD where applicable.
Regular and timely follow up of any variances as identified on the monthly supplier
recons where applicable.
Maintain all relevant documentation related to creditors in orderly manner on file for
future reference where applicable.
Petty cash recon to be completed. You will not issue or receive cash.
Assist with payment packs where needed.
Maintaining a good relationship with supplier (from accounting point of view)
Control of archived records for the company in relation to creditors.
Verifying stock counts as requested by the management accountant
Any other reasonable requests as received from Senior Management related to reports
and or data or forms related to creditors.
 
 
Human Resources duties:
 
Uniform orders to be prepared, ensure everyone has uniforms and the right uniforms,
fitting and administration for uniform orders as per SOP and checklist
Time sheet management of staff – capturing & submitting to finance
Check if the rosters are uploaded on ERS weekly by the relevant HOD and reporting
thereon
Check if clock in times is approved by the relevant HOD on ERS daily and reporting
thereon (Enforcer)
Submission of time sheets for ad-hoc labour companies weekly
Loading new employees on the Biometrics & turnstile machine and loading completed
form onto the drive and training staff on the rules for clocking in and out as per SOP
Order Birthday Chocolates on Wanama for and issue chocolates to staff as per SOP
Preparing Birthday Chocolates and arranging Baloons for HOD birthdays.
Assist with staff welfare initiatives and administration thereof
Maintain all relevant documentation related to timekeeping, uniforms etc in orderly
manner on file for future reference.
Prepare new employee packs according to checklist with non-confidential data for HR
Manager to complete with the confidential documents
Prepare interview packs according to checklist with non-confidential data for HR
Manager to complete with the confidential documents
Do basic induction on newly appointed employees
Assist with Minutes when required for non-confidential meetings
Any HR Admin Related duties that is not confidential of nature
 
Requirements:
 
Grade 12
Diploma or advanced certificate in finance & HR.
At least 2 – 4 years’ experience in a Hotel / Hospitality environment
Administrative knowledge
General understanding of hotel industry and working knowledge of capturing invoices and do
filing.
English proficiency
Computer literacy of MS Office
Computer literacy Pastel/Similar Accounting Package
Basic financial acumen
Knowledge of Stock Management and Financial Systems
Knowledge of HR processes and employee relations
Energetic, committed, team player.
Self-motivated and hard working.
Due to the nature of the hotel industry must be available after hours and over weekends.
Prepared to go through occupational assessments.
Must have own reliable transport.