Bluetrain Consulting ta BTC Recruit - Centurion, Gauteng - JOB TITLE: FINANCE & GRC ADMINISTRATOR MAIN PURPOSE OF ROLE: To provide the full administration support to the CFO and His direct reports - Finance, Risk, Compliance, Insurance and Procurement teams. LOCATION: CENTURION , Gauteng REQUIRED MINIMUM EDUCATION AND TRAINING : MATRIC SECRETARIAL DIPLOMA REQUIRED MINIMUM WORK EXPERIENCE: 3 Years Experience in Office Administration Good knowledge of MS-Office Experience in Group Environment TECHNICAL KNOWLEDGE / COMPETENCIES Computer Literacy Excellence in PowerPoint presentation skills Strong MS Word and MS Excel skills Accuracy and attention to detail Excellent Communication Skills Planning and organizing skills Ability to work under pressure BEHAVIOURAL COMPETENCIES Self starter - ability to manage own performance Honesty and integrity Excellent collaboration skills - a team player Attention to details KEY PERFORMANCE AREAS: 1.Personal/Administrative Assistant duties and tasks 2.
Admin Functions - General 3.Cost Centre Administration and reporting for all CFO's cost Centres 4.Travel and expense management for CFO and direct reports 5.
Responsible for timeous capturing of purchase orders and good receipts on SAP KEY PERFOMRANCE AREAS - INPUT / TASKS 1.Administrative Duties Provide support to relevant team - diaries and telephones Provide admin support coverage across Dept in partnership with other Dept Administrators and Personal Assistants Provide travel advisory, and administration services for the finance, risk, compliance and insurance functions. Receive visitors as required and direct to meeting venues.
Facilitate on and off-site functions and conferences, as required. Assist the dept CEO Personal Assistant with function facilitation as required. Manage annual calendar of standing meetings.
Manage standing agendas and capture and circulate minutes within 3 working days of meeting being held. Edit Board and other meeting papers before submission Assist with the collation of Board Packs, as required Communicate and collate information on a quarterly basis from invested companies for gifts received or offered Support all necessary governance processes, including filing of information. Implement an effective filing system (electronic and paper based) for all relevant departments.
Board Packs submitted timeously Standing meetings are run smoothly, accurate minutes circulated within 3 working days, and action items followed up on and reported on regularly Executive diary managed in a timely manner, and meetings scheduled as required. Excellent support provided to travel. Excellent coordination and collaboration across the admin team within the Dept to ensure a consistent and seamless level of support to the Leadership Team Functions managed with a level of professionalism to deliver against all key objectives, whilst maintaining tight cost control and governance.
Timeous quarterly communication, collation and sign off for gift registers throughout the organization. 2.Admin Functions - General To co-ordinate and manage departments wide functions, including, but not limited to: o Filing of expense submissions from the department, and initial validation of claim against Company policy prior to submission to CFO for approval o Any other paperwork and forms as required in accordance with best practice and Company policy.
o Contract storage, and management / maintenance of the Contract Inventory List Document retention and management, leveraging the electronic document management systems as appropriate. To handle escalations to the executives, and coordinate efficient and effective feedback to the clients. Implement , maintain and manage departmental policies and procedures Assist the CFO as required on project administration, data gathering, fact finding and miscellaneous tasks.
Add stylish design and professional excellence to PowerPoint presentations Professional and eye-catching presentations are created to assist the dept to portray a professional image to all stakeholders. Timely payment of all invoices 3.Cost Centre Reporting Pre-month end validation that the Department's Cost Centres are aligned with expected spend levels.
Highlight anomalies (over and under spend) to the CFO. Provide summarised financial cost centre reporting to the CFO on a monthly basis comprising of MTD and YTD spend tracking actuals against budget Ensure all relevant purchase orders are raised on SAP once suitably authorised by the relevant signatories.Ensure Goods Receipts are process timely, and vendor invoices, once Validated are processed through for payment on time Excellent cost control within the Dept demonstrated through accurate and timely cost centre reporting and exception analysis.
Good procurement discipline demonstrated, with POs raised before goods / services are provided, and invoices are processed timeously for payment. 4.HR Administration Booking of performance management reviews for all CFO direct reports and filing of performance management documents Filing of fuel card statements, validation of consumption within policy, and periodic audit check of individuals filing of slips in line with policy Oversee leave submissions vs actual leave taken vs Company Leave Policy for all departments.
Create and maintain Staff contact lists for emergency use Support other HR processes and policy adherence as required. Ensuring compliance with HR policies *This job profile acts as a guide to the role only, and additional work outcomes may be required to be performed by the incumbent. Applicants who have not heard from us within 30 days may assume that their applications have been unsuccessful, and are hereby thanked for their interest.
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