Finance Administrator x2

Job Title:

 Finance Administrator x2

Purpose:

 To provide and ensure the smooth flow of work related to administrative activities,   coordinating actions and support to the Director of Finance’s Office. 

Department:  

 Finance 

Location:

 Head office, Centurion, Pretoria

Main Functions: 

1. Secretarial Support to Finance Department:

1. Plans and implements logistics for executive-level internal and external events.

2. Proactively managing and coordinating recurring and ongoing activities that involve the Director of Finance’s meetings, and other activities that require participation within the Finance Office.

3. Screen incoming calls and visitors.

4. Facilitates communications between executives, and/or management with regard to the finance and other related issues.

5. Maintain a tracking system of projects and assignments that includes due dates for events and projects

2. Administration Support

1. Provide administrative support to the finance and to the project consultants as needed

2. Provide administrative assistance on all projects in the finance Office, 

3. Proactively schedule meetings, reconfirm offsite meetings, arrange workshops, and seminars and make appropriate travel and accommodation arrangements.

4. Prepare all payments for processing in line with project contracts.

5. Draft Memos for the Director of Finance’s signature.

6. Organise and maintain confidential correspondence and files for the various projects and follow up on pending matters.

7. Maintain project meeting agendas, minutes and action item status to completion as required.

8. Distribute correspondence, invites and information to stakeholders.

9. Stay up to date on any changes such as procedures required to process travel vouchers and staff correspondence 

10. Record and track activity against all projects, with deliverable due dates.

11. Maintain a stakeholder and supplier database for all projects.

12. Provide reports and analyses to the office on changes in statutory requirements and mandates

3. Communications and Records Support 

1. Direct, log, and process incoming and outgoing correspondence requests sometimes with very short turnarounds.

2. Work with other program assistants in other offices to develop task and correspondence procedures

3. Review outgoing correspondence, reports, etc., for format, grammar, and punctuation, and remove typographical errors and draft, non-technical correspondence such as letters of acknowledgement in accordance with a given format.

4. Establish and maintain electronic files and simple databases that can be easily maintained and updated

5. Filing, photocopying correspondence, and distributing documents

6. Assist with other duties assigned by the Director of Finance’s Office. 

Requirements:  

  Qualification 

1. Grade 12 with at least Maths Literacy

2. Any relevant post-school qualification

3. A Diploma in Accounting or related field will be an added advantage.

   Experience

1. 2 - 3 years’ experience in an Administrative role 

2. Proficient in Ms Word; Ms Excel; Power Point; Ms Outlook.

3. Ability to write well in English

4. Must have some mathematical proficiency

5. Experience in developing and writing reports

6. Experience with working with projects is an added advantage 

Behavioural competencies: 

1. Highly developed time management, organizational and prioritization skills with the ability to multi task with clarity; facilitating several projects at the same time with the ability to monitor and assess one’s owns self. 

2. Excellent professional level communication and interpersonal and relationship building skills. Having the ability to listen and influence other people in written or verbal forms. 

3. Analytic skills and ability to process information from a wide variety of issues and for a variety of audiences

4. Motivated self-starter with excellent anticipation and prioritization skills.

5. Able to demonstrate resilience and high productivity in a fast paced environment is required

Interested applicants are invited to apply for the position and should submit an application/motivation letter, CV and attach relevant qualifications to Recruitment@higherhealth.ac.za; indicate the name of the position “Finance Administrator” in the subject line. 

Closing date: 30 August 2024.

Should you not receive response within 6 weeks of the closing date, please consider your application to be unsuccessful.