Finance and Admin Assistant

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The Graça Machel Trust works across the continent on three issues: women’s rights, children’s rights, and governance and leadership. We catalyse action, support local initiatives, lend solidarity and offer support where it is needed. We work through networks and collaborations, and incubate and create new initiatives where there are gaps.Our mission is to amplify women’s movements, influence governance, and promote women’s contributions and leadership in the economic, social, and political development of Africa; and advocate for the protection of children’s rights and dignity.

The Graça Machel Trust seeks to appoint a Temporary Finance and Admin Assistant to be based in Sandton.

The purpose of the Finance and Admin Assistant is responsible for ensuring that the finance, administrative and human resources systems and processes within New Faces New Voices and Graça Machel Trust are in line with its policies, procedures and guidelines, the moral and ethical organizational principles, and legal requirements.

Reports to: Finance and Administration Manager.

Start Date: APRIL 2021.

Employment Type:  Fixed-term contract.

Responsibilities:

Finance and Administration:

·        Supervise management of petty cash and prepare recons for the petty cash credit card
Tightly control flow of funds out of NFNV bank accounts in accordance with the organization procedures, adhering to internal and external deadlines
Ensure that all assets are adequately secured, recorded and managed
Fixed assets register is kept up to date and their financial value is allocated
Minimize the possibility of fraud by means of internal checks, in compliance with law and regulations, in order to ensure security of GMT and NFNV’s assets
Ensure cost control and efficient operations
Ensure all records of NFNV expenses, payments, bank statements, budgets and accounts are fully and neatly maintained
Liaise with auditors for NFNV
Ensure that procurement is made in a timely and ethical way
Invoice GMT’s tenant
Import current account bank statement into Pastel Evolution
Download bank statements (3 CFC and main current account)
Draft inter-transfer amounts and salary journals
Load beneficiaries on the International Banking profile
Process inter-transfers on banking profile
Capture Salary journals, Corporate Traveller journals on Pastel Evolution:
Maintenance of the office building
Processing payroll on GMT banking profile
Processing of payments on GMT and NFNV banking profiles
Prepare payment requisitions for Investment Team consultancy payments, Diocese of Mosuma payments
Prepare purchase requests, purchase orders and payment requisitions for Finance department related payments/expenses
Liaise with GMT Landlord/second focal contact
Keep track of Reserve Bank approvals for GMT cross border payments and prepare application documents
Compile weekly payments, requests and submit to approvers virtually
Take minutes for the Finance check-in meetings with the Interim CEO
Scan expenditure and credit card files monthly
Prepare the M&E report and sample transactions
Update the Remote Working Status Report weekly
Assist with Human Resources:
Manage and maintain  employee records
Maintain smooth running of the Human Resources Information Systems, including timely updates of personnel records (personal details, position, salary, appraisal outcomes, leave records, training and awards)
Train staff on basic usage of SharePoint
Add new staff members unto Biometric and ADT systems
Schedule and prepare induction documents for new staff at GMT
Reporting:
Report on financial activities of NFNV and produce all external financial reports
Education:
A Bachelor’s degree in Business Administration or Accounting and human resources management
Experience:
Minimum of 3 – 5 professional years’ experience in finance, administration, Procurement and human resources activities in the NGO environment
Knowledge, skills and abilities:
Numeracy and literacy skills
Computer literate in MS Office suite
Good interpersonal skills
Knowledge of Pastel Evolution
Maintaining a consistent professional attitude
Ability to work independently  and high level of integrity
Ability to cooperate with others and work in a participatory manner to achieve established goals
Ability to work under-pressure, meet deadlines, prioritize workload and ‘multi-task’
Self-motivated and forward-thinking individual with strong work ethics
Highly organized, reliable and attention to detail
Sound decision making and problem solving skills
Confidentiality concerning financial and human resources activities
General Requirements:
Driver’s licence (desirable)
High proficiency level in English
Must be eligible to live and work in South Africa
Reference, qualification and criminal checks will be conducted.
NB! MUST BE AVAILBALE TO START IN APRIL 2021.

Please submit a CV (maximum 3 pages) with references to [email protected]

Only successful candidates will be contacted. Salary is commensurate with qualifications and experience.

Late Applications and candidates who do not comply with the above requirements will automatically be disqualified.  GMT reserves the right not fill the position. Correspondence will be limited to short-listed candidates only.  If you do not hear from us within one month of the closing date please consider your application as unsuccessful

For more about The Graça Machel Trust, refer to www.gracamacheltrust.org.

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