Key Duties and Responsibilities
Filing

All payments are stamped “paid” on a daily basis.
Payments are filed in numerical order (purchase order number).
Payment batches are stamped paid.
Payment batches are filed on a daily basis (in date order).
Debtors invoices files numerically
Credit Note filed numerically
General journal filed numerically
Ensure that all stamps are on documents, such as :PAID, Posted, etc.

Weekly duties

Make copies of per diems and travel claims paid from prior week and hand to payroll.
Make copies of any HR training and conferencing paid from prior week and hand to HR for BEE spend.

Archiving

Transfer of documentations from files into the archiving binders with a clear index (e.g. PO number, month and year of what is in the binder.
Fill archiving boxes with the completed binders in numerical order.
Keep an index of what has been archived on an excel spread sheet

Compliance

Monthly ensure that the purchase order files have an index in and check that all purchase orders are in the file.
Ensure that any purchase orders not on file are located and placed in the file before handing the file to compliance.
Assist Finance administrators to follow up on compliance queries.
Ensure the same process is applied in the filling of journals.

Other

Assist the finance department with any other ad hoc reviews or financial reporting requirements.
Ensure that cost recoveries are done daily.
Assist Finance administrators with payments.

Role Requirements
Qualifications and Experience

Grade 12 certificate.
1 year experience in an administrative role preferably with experience in filing.
Basic Microsoft Excel experience.

Key Competencies
Generic Skills

Excellent attention to detail, and deadline driven.
Ability to work under pressure, independently and as part of a team.
Good verbal and written communication skills
Ability to manage relationships.

Technical Knowledge and Skills

Basic experience with MS Excel.
Pastel Evolution experience advantageous.

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