SUMMARY:
Financial Administrator - NPO - R30k p/m - Midrand

POSITION INFO:

Established NPO needs a strong, dynamic individual to join their team. Core Job Objective: Manage Accounts: • Full Debtors function • Full Creditors function (Including AMPP International) • General Ledger • Bank Statements • Petty Cash Account • Control Accounts Processing: • Registration of Memberships, AMPP, CorrISA courses, events, Publications, etc • Invoicing within 2-3 days, Credit Notes and Journals for above • Tax Invoicing upon receipt of payments (income to reflect in delivery period) • Maintaining Accounts Payable and Accounts Receivable in all Cashbooks Petty Cash: • Management of all Petty Cash functions • Process all approved claims from Petty Cash upon receipt thereof • Reconciliation of Petty Cash on a monthly basis to be checked and signed off by Executive Director • Capture and pay expenses and fuel claims Cash Book (All Accounts): • Ensure that all purchase requisitions are signed by Executive Director (Up to R10 000) and President (More than R10 000) before loading approved payments to the bank • Sort and load approved payments to creditors twice a month or as per creditors Service Level Agreement • Inform the authorised EXEC members and Executive Director to approve payments • Capture bank statements regularly to all cashbooks on Pastel Partner throughout the month • Print or View bank statements regularly to check for incoming payments received by customers • Liaise with Membership Administrator regularly for membership payments received • Upon payments and or official purchase order number from the Company, convert membership proforma invoices into tax invoices, process allocations and forward copies to customer and Membership Administrator • Liaise with Course Administrator regularly for course payments received • Verify if all payments for courses have been received 1 week prior to each course. • Upon payment and or official purchase order number from the Company, convert course proforma invoices into tax invoices, process allocations and forward copies to customer and Course Administrator • Liaise with Office Administrator regularly for SAQCC payments received • Upon payments and or official purchase order number from the Company, convert SAQCC proforma invoices into tax invoices, process allocations and forward copies to customer and Office Administrator • Ensure that payments are received first form SAQCC customer before payment to the supplier e.g. assessor • Liaise with Editor regularly for payments not received for magazine advertisement • Upon payments and or official purchase order number from the Company, convert proforma invoices into tax invoices, process allocations and forward copies to customer • Capture and monitor all movements on the below accounts on a regular basis and compile bank reconciliations 1. COMPANY CHEQUE ACCOUNT 2. FOREX ACCOUNT – SASFIN 3. M M MAXIMISER 4. MONEY MARKET ACCOUNT 5. PETTY CASH CASHBOOK FOREX Payments for AMPP: • Monitoring FOREX exchange rate for payments of monies to AMPP • Reconcile AMPP account as per invoices and statements received • Reconcile AMPP account monthly for payments • Transfer monies from Current Account to SASFIN for AMPP payments (Ensure that best rate deal is booked beforehand) • Liaise with Executive Director before loading AMPP Invoices for payment (to the bank) • Email payment remittance and or proof of payment to AMPP Financial Year End: • Preparing for Financial Year End in June each year • Compile and print all bank reconciliations for all bank accounts • Ensure that all bank statements are reconciled and balanced • Print and/or email all invoices and credit notes to be filed and/or emailed for audit purposes • Monthly bank statements for fiscal year of all bank accounts to be filed and available for auditors • Trial Balance to be printed or emailed in a format that is acceptable for auditing purposes • General Ledger to be printed / emailed in a format that is acceptable for auditing purposes • Debtors and Creditors Age Analysis to be printed / emailed in a format that is acceptable for auditing purposes • Compile statutory returns e.g. EMP201, VAT201 in a format that is acceptable for auditing purposes • Reconciliation of all Balance Sheet Accounts in a format that is acceptable for auditing purposes • All sales and expense invoice files to be updated and provided for audit purposes • Provide auditors with required documentation and information timeously • Process Auditor’s Adjustment Journal and ensure that opening and closing balances corresponds to the audited Final Trial Balance Reporting: • Before reporting ensure that all Supplier Invoice are captured and allocated to the correct GL account • Monthly financial performance report to be forwarded to Executive Director at least 3 days before Executive council meeting • Develop and monitor budgets and actual figures in consultation with Executive Director • Course Finances • Membership Finances • Membership Reports, e.g. members in good standing per membership category • List of members that was invoiced, (paid vs not paid) • Follow up with members telephonically on arrear payments and report to Executive Director accordingly • The CORē Finances • Accounts Receivables • Accounts Payables • Report on Financial Areas of interest (Income, Expenses and Events) • Supply Honorary Treasurer (HT) with the necessary information to compile his/her annual treasurers report General Housekeeping: • General upkeep of books via journals in General Ledger • Filing weekly or as and when required Paymaster / HR Function • Ensure that all leave and overtime is approved and signed off prior to processing (once a month) • Supply Executive Director with an updated leave report monthly or as and when requested by the Executive Director • Request claims from staff by latest 20th of the month i.e. overtime, etc • Ensure that claims e.g. overtime is signed off by Executive Director • Capture payroll by latest 20th of the month on Vanilla Payroll • Post salaries to Bank Account by latest 23rd of each month • Compile EMP201 for PAYE and UIF payments after each payroll run • Monthly UIF declarations and email to Department of Employment and Labour • Compile EMP501 reconciliation bi-annually (End August) and submit to SARS for processing • Compile IRP5 and IT3 for financial year on Easyfile and submit to SARS for processing (End February) • Update Central Supplier Database (CSD) as and when required • Complete vendor forms as and when required • VAT201 – VAT calculations and payment every two months • Print and distribute payslips to the staff monthly Other: • Assist with CorrISA events and activities as and when required • Assist with budgets and forecast for ALL projects • Perform any reasonable task as requested by management from time to time Criteria: * Relevant tertiary qualification * 5 years experience in the above role * Previous experience working for an NPO advantageous * Proficient on Pastel Partner/similar accounting software package * MS Excel advanced skills * Valid code 08 license & own transport * Fluent in English & Afrikaans * Must be able to work independently If you meet the criteria please email your updated MS Word CV to asap

Financial Administrator - NPO

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