Finance and Procurement Administrator

SUMMARY:
The client is seeking to appoint a detail-oriented and highly organised Financial Administrator to join the campus finance team in George, Western Cape. The Financial Administrator will report directly to the Campus Bursar and will be responsible for financial administration, procurement coordination and accounts payable functions.

POSITION INFO:

Qualifications, Skills and Experience Required:

• Minimum Grade 12 (Matric)
• A relevant financial qualification will be advantageous

• 3–5 years’ experience in a similar Finance Administrator role
• Accounting knowledge is preferable
• Experience working with procurement systems and accounts payable processes

• Strong administrative and organisational skills
• Sound understanding of financial processes, policies, and internal controls
• High attention to detail and accuracy in expense allocations
• Ability to manage multiple priorities and meet deadlines
• Strong communication and stakeholder engagement skills
• Proficiency in MS Office and financial/procurement systems
• Ability to work both independently and collaboratively

Key Responsibilities:

1. Financial Administration and Compliance

• Ensuring compliance with financial processes, procedures, policies, and internal control requirements.
• Providing administrative finance support to the Campus Bursar, School Principal, staff, and Brand Finance.
• Assisting with GSS, brand, and campus-related finance projects and ad hoc tasks as required.
• Maintaining accurate expense allocations and financial records.
• Assisting the Credit Controller with parent file documentation for pre-legal processes where required.

2. Procurement Planning and Coordination

• Planning and scheduling procurement in alignment with school requirements and deliverables.
• Tracking and managing procurement requests from receipt through to supplier payment.
• Submitting procurement requests on the centralised procurement portal within 24 hours of receipt.
• Allocating the correct GL codes, procurement categories, and fixed asset group classifications.
• Submitting Capex quotations to the Campus Bursar within 24 hours and uploading approved Capex applications to the procurement portal.
• Compiling new vendor applications and vendor amendments and loading documentation onto SharePoint.

3. Accounts Payable and Supplier Management

• Distributing purchase orders to staff and suppliers and instructing suppliers to submit invoices to the designated accounts email address.
• Following up on purchase orders older than 24 hours that remain unapproved.
• Requesting delivery notes for confirmed purchase orders older than one week.
• Processing GRVs upon receipt of goods or services.
• Uploading delivery notes or service confirmations to the procurement portal.
• Processing approved vendor returns where required.
• Reviewing and resolving GSS SharePoint accounts payable queries daily.
• Responding to procurement agent queries within 24 hours.
• Forwarding supplier and staff payment queries to GSS and following through to resolution.
• Providing the Campus Bursar with accrual listings for goods and services received.
• Proactively managing procurement timelines to minimise urgent payments and, where unavoidable, ensuring that all supporting documentation is submitted to the Campus Bursar in a complete approval pack.