Job description - University of Cape Town



|HR191 |JOB DESCRIPTION | |

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NOTES

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POSITION DETAILS

|Position Title (current title) |Assistant Finance Manager |

|Status of Post (tick) |New Post | |Re-evaluation | |

|Job Grade (current grade) |10 |

|Faculty (if applicable) | |

|Department |Finance |

|Section (if applicable) |Centre for Higher Education Development |

|Date of Compilation |28 March 2014 |

|FOR OFFICE USE |

|Job Title | |

|Date of Grading | |

|Grading Result | |

ORGANOGRAM

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PURPOSE

|To assist the Finance Manager in the Centre for Higher Education DevelopmentFaculty of Commerce to implement and maintain an effective |

|financial management control system for General Operating Budget (GOB), Non-GOB, Investment and Research Finance within the Faculty (through |

|planning, budgeting, controlling, monitoring, analysing, interpreting and reporting on financial data) and ensure that all financial |

|transactions are processed in accordance with UCT policies, procedures and statutory requirements. |

|To deputise for the Finance Manager in his/her absence. |

JOB CONTENT

|Key Performance Areas (4 – 6) |% of time |Activities / Objectives / Tasks |Results / Outcomes |Competencies |

| |spent | | | |

|Planning, Budgeting and Reporting |35 |AssistingIn consultation with the Faculty Finance Manager in, co-ordinatinge and managinge |Annual budgeting deadlines and |Planning and Organisation Skills. |

| | |all aspects of the annual planning and budgeting processexercise in the Faculty, and prepare|standards are met |Information and knowledge management |

| | |required schedules and reconciliations. |Monthly and quarterly reporting |skills |

| | |Perform authorised budget transfers, and monitor and report on budget allocations. |deadlines and standards are met |Policy and process knowledge |

| | |Monitor and report actual expenditure against plan, and obtain information to prepare |Budgetary control mechanisms are |Budgeting skills |

| | |variance analyses and revised forecasts monthly, quarterly and annually. |implemented and variances followed |Communication skills |

| | |Assist researchers and their administrators to prepare and review project proposals and |up |Numerical Proficiency and accuracy |

| | |budgets for approval, and facilitate the implementation of University and Faculty cost |Clients are advised on UCT and |Analytical and problem solving |

| | |recovery systems. |funder budgeting, costing and |ability. |

| | |.Ensure that the cost recovery register is maintained. |indirect cost recovery requirements|Report writing ability |

| | | |and parameters. |Computer literacy: Excel skills at an |

| | | | |intermediate to advanced level |

| | | | |SAP skills |

|Monitoring and Control |30 |Prepare and review project financial reports for external funders. |Financial reporting to funders is |Financial accounting knowledge and |

| | |Prepare and review schedules and supporting documentation for external audit as required. |completed within deadline and to |skills |

| | |Ensure that the financial statements and audits register is maintained. |required standard |Information and knowledge management |

| | |Ensure fund deficit balances are managed and cleared, reconciliations and controls are |Funder audits are successfully |skills |

| | |performed, outstanding purchase orders, advances and purchasing card transactions are |completed |Policy and process knowledge |

| | |followed up and irregularities and potential problems are reported timeously to the Finance |Funds are managed within UCT |Analytical and problem solving |

| | |Manager. |policies and procedures, and |ability. |

| | |Prepare, review and distribute a range of internal financial reports and analyses, |problems are identified and |Computer literacy: Excel skills at an |

| | |interpreting the financial data for the purposes of financial control, monitoring the |reported, and remedial action is |intermediate to advanced level |

| | |results and following up on problems. |agreed timeously with management |SAP skills |

| | |Run or collate routine debtors control reports and ensure income due from external funders |Anomalies and queries investigated | |

| | |is received. Follow up on queries and ensure problems are identified and solved. |and resolved. | |

| | |Prepare other control reports and follow up as required. |Accurate and consistent reporting. | |

| | |Undertake financial year end procedures by extracting reports from SAP, analysing them and | | |

| | |following up on queries. | | |

|Financial Administration |10 |Review documentation prepared for processing, and ensure that all transactions comply with |Compliance with UCT Finance |Policy and process knowledge. |

| | |UCT’s financial policies, guidelines and procedures. |policies and procedure. |SAP skills and knowledge of UCT |

| | |Process fund and cost object maintenance requests, and answer queries, taking follow up |Control mechanisms in place to |accounting structure |

| | |action as required. |manage finance processes. |Excellent Communication skills both |

| | |Assist in the safeguarding of Faculty assets by liaising with the relevant faculty and |Anomalies and queries investigated |written and verbal. |

| | |central UCT staff and carry out asset counts and verifications as required. |and resolved. |Analytical and problem solving |

| | |Prepare specific journals and supporting documents as required. |Accurate and consistent reporting. |ability. |

|Financial Advice and Support |10 |Provide advice and assistance to Faculty departmental staff regarding UCT policies, |UCT policies and procedures are |Policy and process knowledge. |

| | |guidelines and procedures. |complied with and risk is |Excellent Communication skills both |

| | |Apply an in-depth understanding of the structure and operations of UCT’s accounting system |controlled |written and verbal. |

| | |to departmental staff with complex queries, reconciliations and data manipulation. |Staff trained and equipped to |Analytical and problem solving |

| | |Provide training and coaching to departmental administrators and in relation to financial |perform functions |ability. |

| | |responsibilities to encourage greater understanding of financial matters and processes in | |Identifying training needs and |

| | |the University. | |offering on the job training or |

| | |In consultation with the Faculty Finance Manager, identify areas where training is needed, | |referring the staff to attend training|

| | |and develop training and reference materials as required. | |interventions where there is a need |

| | | | |for it including refresher training. |

MINIMUM REQUIREMENTS

|Minimum Qualifications |A tertiary level qualification in accounting or management accounting (e.g. BCom with Accounting major) OR, if qualified by |

| |experience, at least seven years of experience, at this level, with the same or similar key performance areas. |

|Minimum Experience |A minimum of three years post qualification experience in the field of finance in a large or medium size organisational |

| |environment, with exposure to various aspects of finance and management accounting |

|Other Requirements |A broad knowledge and understanding of financial and management accounting principles, with proven analytical and interpretive |

| |abilities and report writing skills. |

| |Advanced computer skills especially in MS Excel |

| |ERP experience is essential and SAP experience would be an added advantage. |

| |Experience in administrative processes within a higher education institution would be an advantage |

| |Ability to interact successfully with clients at all levels regarding financial matters, and to provide related advice, coaching |

| |and training. |

| |Ability to take initiative, exercise judgement, solve problems, and work accurately and to deadline with minimal supervision. |

| |Excellent organisation skills and the ability to establish priorities. |

| |Excellent oral and written communication skills coupled with sound interpersonal skills. |

AUTHORITY

| |PRINT NAME |SIGNATURE |CONTACT NO. |DATE |

|Compiled by | | | | |

| | | | | |

|Approved by | | | | |

|Reviewed by | | | | |

-----------------------

Finance Manager

PC11

This Position

Assistant Finance Manager

PC10

(2IC to FM)

PC10

This post

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