Overall, Purpose of the Job:

This position will be responsible for executing financial administration activities required to provide the ADvTECH Support Office Department Heads (e.g. AIT, HR, Legal) with timely, accurate and complete financial information to enable departmental financial accountability and budget control. The role supports the Financial Manager.

Main Outputs and Responsibilities for this Position:

Goods/ Services Acquisition & Recording:

• Confirm classification of goods and services acquisition requests as capital or operating expenditure.
• Confirm with relevant stakeholders that goods and services acquisitions are required and are within approved budget (capital and operating expenditure).
• Confirm compliance of supporting documentation for acquisition transactions.
• Confirm allocation of requisitions to appropriate dimension and general ledger account.
• Raise requisitions for goods and services on the Procurement portal to ensure compliance with relevant process (capital vs operating expenditure).
• Monitor open requisitions to ensure approved purchase orders are raised and goods and services received timeously.
• Liaise with relevant stakeholders to determine accruals required where goods and services have been received but not yet recorded.
• Confirm proof of goods delivery / service confirmation and raise GRV transaction for goods and services received.
• Monitor open GRV to ensure invoices are recorded and payments processed, timeously.

Budget Monitoring & Support:

• Prepare monthly financial reports and variance analyses.
• Liaise with relevant Support Office stakeholders regarding actual spend vs budget and forecast for remainder of the financial year / project.
• Flag potential overspending or misallocations and recommend corrective actions.

Cost allocation:

• Prepare schedules for monthly allocation of Support Office department costs (e.g., AIT services, software licenses) across multiple divisions/schools based on usage or predefined allocation models.
• Maintain detailed records of allocation methodologies and ensure transparency and audit readiness.
• Collaborate with department owners to understand service usage and refine allocation logic as needed.
• Prepare monthly Support Office actual cost allocation reports and assess for accuracy with the Support Office Financial Manager.
• Prepare dimension and general ledger allocation corrections required.

Stakeholder Relations:

• Liaise with relevant stakeholders in the respective business areas of Support Office to gather required information and documentation
• Identify internal stakeholders in the respective business areas that require training regarding financial management/ accounting policies and procedures
• Act as a liaison between GSS Procurement and Accounts Payable and staff in the respective areas of Support Office for accounting and financial matters and /or queries.

Compliance & Continuous Improvement:

• Ensure accurate and timely data entry into tracking documents and ERP portals.
• Maintain requisite documentation for all financial processes.
• Support continuous improvement initiatives to streamline financial workflows and enhance reporting accuracy.
• Keep abreast of and informed about legislative changes and financial management best practices.
• Provide support and information, as required, for audit purposes.

Education:

• B.Comm Accounting or Finance.

Experience:

• 3-4 years’ experience in Finance/ Accounting.
• 1-2 years’ experience in Shared Services or a Corporate environment.
• 1 year experience with Microsoft Dynamics 365 (D365) ERP system.