About the position
We are inviting applications for the position of Financial Assistant & Logistics Officer in our Finance Division. The successful candidate must meet the requirements as specified.
Key Responsibilities:
Personal Assistant
- Secretarial services to the General Manager: Finance.
- Secretarial services to the Finance division, including diary management.
- Quality check documents.
- Retrieve and archive documents with Metrofile and keep accurate records.
Office Management
- General office management and support e.g. only staff member other than IT staff with access to server room. Receive deliveries on behalf of IT and store in server room.
- Contact person for landlord Redefine should they have any queries, as well as Redefine notifications for onward circulation to staff.
- Order / cancel staff access cards.
- Registered administrator on Admyt (parking) - responsible for sending vehicle registration link to new staff and revoking access of staff who have left. Liaise with Admyt in the event of staff queries.
- Do facial biometrics for all staff and remove left staff.
HR Functions related to Finance
- Meeting coordination - Advisory Body meetings. Schedule, draw up agenda, minutes.
- Communication to staff regarding relevant outcomes of Advisory Body meetings.
- Schedule quarterly pension fund update staff meetings with Ember Consulting.
- Create new travel reimbursement documents at the end of February each year.
- Communicate new SARS travel claim rates via internal circular.
- Responsible for safekeeping of salary files in the safe.
Finance
- In the absence of the bookkeeper:
- Prepare payments,
- Calculate per diems,
- Prepare inward and outward forex payments.
- Countersignforex payment requests.
- In the absence of the GM: Finance, stand in on payment days.
- Monthly payroll review with GM: Finance and GM: HR.
- Release salaries on FNB online with GM: Finance.
- Assist with BEE verification process, e.g.,
- Schedule meetings between staff and the verification officer.
- Provide confidential salary information to the verification officer.
Skills
- Proficiency in Microsoft Office, with a strong focus on Excel and Word.
- Calendar management.
- Mathematical skills, i.e., to be able to do and check basic calculations.
- Attention to sensitive information.
- Strong sense of responsibility.
- Attention to detail is key.
- Take initiative when required.
- Self-assured with an assertive personality and high emotional intelligence.
- Strong communication and interpersonal skills.
- Multi-task when required and work under pressure.
- Administrative and organizational skills.
- Problem solving, i.e., being resourceful and able to handle unexpected situations.
- Flexibility, i.e., adapting to different work environments, schedules, and ad hoc tasks.
Experience
- Minimum three years in a personal assistant environment.
- General office management experience.
- Exposure to the Finance Department and/or bookkeeping would be a bonus.
- Sage Pastel Accounting experience would be an advantage.
- Minute-taking.
Qualifications
- Matric/Grade 12.
- Personal assistant and secretarial courses.
- Microsoft Office courses.
- Basic bookkeeping would be an advantage.
- General HR knowledge would be an advantage.
Desired Skills:
- Minute-taking.
- Problem solving
- Attention to detail is key.
- Proficiency in Microsoft Office
- with a strong focus on Excel and Word.
- Mathematical skills
- Administrative and organizational skills.
- Strong communication and interpersonal skills.
- Self-assured with an assertive personality and high emotional intelligence.
Desired Work Experience:
Desired Qualification Level:
