Job Description
• Reporting to the Financial Manager, the Finance Administration Manager provides leadership, management, and oversight to the Accounts Team
• Manage the company’s financial reporting structure
• Ensure the integrity and security of the company’s financial systems and procedures
• Ensure efficiency and effectiveness of the day-to-day functions within the Accounts Department
• Ensure the function is positioned such that it can deliver value
• Ensure he/she is an active member of the Finance Management Team and can act as a proactive business advisor when it comes to managing finance within the company
• Communicate regularly with all stakeholders on finance
• Weekly meetings with staff members
• Ensure “Today’s work Today” policy is maintained at all times.
Key Responsibilities:
a) Ensure that invoices processed into papertrail are accurate, valid and complete. Design reports to ensure that staff is performing the following key task:
• Check that supplier invoices matches voucher specification, necessary supporting documentation is attached per client specification
• Check correctness of supplier invoices i.e. Duma Name, VAT number, Invoice Number etc
• Capture all the necessary features i.e. voucher number, supplier invoice amount, supplier invoice number, client account number, supplier name.
b) Ensure that invoices processed for Invoice Clerks are accurate, valid and complete. Design reports to ensure that staff is performing the following key task:
• Receive papertrail report from Supervisor
• Print invoices, vouchers, supporting documents and orders from papertrail
• Check that details for these documents are correct
• Escalate queries to relevant persons
• Handover prepared invoices to Invoice Clerk
• Keep a record of invoices handed for Invoicing.
c) Ensure that air tickets invoices processed for Quality Controllers are accurate, valid and complete. Design reports to ensure that staff is performing the following key task:
• Receive air ticket report from Supervisor
• Print invoices, e-tickets, and orders from papertrail
• Check that details for these documents are correct
• Escalate queries to relevant persons
• Handover prepared documentation to Quality Controller
• Keep a record of prepared documentation handed to Quality Controllers for distribution and handed for queries.
d) Ensure that all pre-payments are fast tracked through the processing system to ensure speedy payment to supplier. Ensure at all times that invoices processed by Invoicing Clerks are accurate, valid and complete. Design reports to ensure that staff is performing the following key task:
• Receive daily from respective Branch Managers prepayment forms together with supporting documentation per client’s specification
• Ensure at all times the relevant authority is obtained before sending documentation for processing
• Print invoices, vouchers, supporting documents and orders received
• Check that details for these documents are correct
• Escalate queries to relevant persons
• Handover prepared invoices to Invoice Clerk
• Keep a record of invoices handed for Invoicing
• Constantly follow up to ascertain where in the processing system the documentation is
• Ensure that by a required time all necessary documentation is received back from Quality Controllers i.e. Duma Invoice/Remittance Advice
• Forward the Duma Invoice/Remittance Advice to pre-payments (cash book) clerk for payment.
e) Ensure that all Invoicing is done which is accurate, valid and complete. Design reports to ensure that staff is performing the following key task:
• Invoicing of clients’ land arrangement invoices
• Invoicing of after hour calls
• Invoicing of management fees, if applicable
• Invoicing of courier fees, if applicable
• Ensure all aspects of the clients’ invoices are processed correctly
• Process suppliers’ invoices immediately upon receipt from Invoice Processors
• Attach all supporting documents to the invoice
• Prepare invoice batch spreadsheets (land & air invoices) as per clients’ requirements – date and format
• Record invoice numbers on credit card statements (where applicable)
• Ensure client invoices follow the same sequence as the spreadsheet and/or credit card statement
• Hand batches to Quality Controller to check
• Ensure that our company’s name, address and Vat number appear on the supplier’s invoice
• Ensure that the supplier name on our invoice corresponds with that on the supplier’s invoice
• Ensure that the clients name is on the invoice
• Print invoice and remittance advice
• Hand the remittance advice with supporting documents to the Pre-Payment Clerk for payment when completed.
f) Reconcile all Credit Cards for designated clients, Submit recons to Clients and attend to all recon related queries by clients. Design reports to ensure that staff is performing the following key task:
• Download/receive all credit card statements as and when due
• Sort credit card statements as per client requirements and reconcile by inserting invoice numbers against each transaction.
• Follow up and reconcile any outstanding transactions from previous periods if any
• Prepare schedules of all un -swiped service fees and forward to respective consultants for swiping especially with tickets
• Follow up any outstanding credit card statements for reconciliation where not received as per normal timetable.
• Ensure that all invoices supporting credit card recons have all the necessary support documentation as per client requirements
• Liaise with credit card companies and resolve any swiping errors/corrections
• Dispatch all credit card recons to QCs for verification as per agreed terms
• Reconcile all weekly reconciliations to the monthly credit card statement.
g) Ensure that invoices sent to Clients are accurate and error free. Design reports to ensure that staff is performing the following key task:
• Check that all aspects of the clients’ invoices are correct.
• Check that the details on the client’s order and voucher correspond with that on the invoice
• Ensure that the date of the client’s invoice appears on the supplier’s invoice and that they correspond
• Ensure that all supporting documents are attached and that are in the correct sequence
• Ensure that the details and amounts on the supporting spreadsheet corresponds with that of the invoice
• Processing of credit notes.
• Advise necessary stakeholders regarding incorrect service fees being charged
• Test check that documents have been linked in Paper Trail
• Keep record of all clients and when batches are to be sent – bill back and credit card clients
• Ensure that the details and amounts on the supporting spreadsheet correspond with that of the invoice.
• In the case of batches to be swiped – hand batch to the Cash Book Clerk to swipe the batch
• Compile dispatch delivery spreadsheet.
• Verify that the details on the spreadsheet (and/or credit card statement where applicable) and invoice are correct by ticking next to the invoice amount
• Verify that all details on the spreadsheet are correct by signing and dating the spreadsheet
• Ensure invoice batches are verified in time to meet the clients’ deadline dates
• Ensure that the waybill number appears on the spreadsheet
• Ensure batches are sent in time to meet clients’ deadline dates
• Email spreadsheets to respective Finance Relations Officer copying in Finance Relations Manager
• Print monthly statements for the selected debtors accounts immediately after debtors close for the month
• Reconcile ensuring that all invoices for the months have been delivered (proof of such delivery should be evident)
• File monthly delivery reconciliations.
h) Reconciliation of orders between Papertrail and Quicktrav. Resolving queries by ensuring the following:
• Advise branch managers of orders that do not tally with vouchers on dates, names etc
• Follow up and see that these queries are corrected and the right orders are posted to papertrail
• Escalate any queries that become difficult to solve to necessary level
• Ensure that all after hour’s orders are received within five days. If not have them invoiced and cleared off
• Report any abnormal functioning of papertrail to service provider and management for action
•Advise on any necessary developments on papertrail.
Leadership and Management
• Define opportunities, communicate vision and goals in a way everyone understands, know what most important and set priorities are, ask for commitment, follow up on progress being made and promote accountability
• Encourage staff to work with Finance Administration, Strategic Sourcing, Operations and other related departments to resolve any outstanding issues timely
• Coach regularly, promote responsibility-taking, communicate expectations with clarity, ensure differences are resolved, make meaning of events for others, and share information
• Guide recruitment, key staff retention, staff training and performance management
• Make and keep commitments, seek opportunities to partner with suppliers, be optimistic and anticipate supplier and staff needs
• Performance management of staff and monthly appraisals
• Know and live the Duma values, ensure team members are living the Duma values.
Reporting:
• Design and test new reports evaluate existing reports and develop a more efficient means of gathering and reporting data
• Satisfy the needs of all internal requirements and those of external parties like clients.
This includes:
o The preparation of weekly and monthly reports for the Finance Administration Manager and relevant clients
o Working to detailed timetables to ensure that actions on the critical path are identified and deadlines are met
o Having in place the staff and contingency plans to ensure that all reports are submitted on time despite unforeseen circumstances.
Availability
Weekdays: 8am - 17h00
Salary
Negotiable
Required Qualifications
Qualification:
Required Skills:
• Strong systems background
• Proficiency with Microsoft Office applications, particularly Excel (Understanding V-Lookup, Pivot and Functions is an advantage)
• Strong Accounting Skills.
Additional Skills:
• Exceptional leadership and team development skills
• Strong problem-solving and decision-making skills
• Ability to manage competing priorities and meet deadlines
• Exceptional verbal and written English communication skills
• Detail-oriented, well-organized
• Ability to readily adapt to and lead through changing environment.
• Professionalism
• Positive outlook
• Entrepreneurship
• Teamwork
• Client Orientation
• Adaptability.
• Grade 12
• University/College Degree or Diploma in Accounting.
• Minimum 3-5 years’ experience working in Administration role
• Previous experience in Travel would be considered an asset.
Location
Gauteng
Pretoria
General Details
All interested applicants are invited to apply for the above post as advertised. Please forward your CV and motivational letter to Cassandra Naidoo at this email address: cassandra.naidoo@dumatravel.co.za - click on "Apply Now"
Closing Date : 9 May 2014
Application details
Cassandra Naidoo
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