Lifeline Durban: Finance Administrator

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Lifeline Durban is a nonprofit organisation that aims to reduce personal stress and emotional pain through readily available counselling and growth programmes. The Organisation provides a professional and confidential service offered by well trained, disciplined lay counsellors, facilitators, trainers and social workers.

Lifeline Durban seeks to appoint a Finance Administrator to be based in KwaZulu-Natal.

The purpose of the Finance Administrator is to provide support to the financial controller’s function, manage office administration feeding into the finance department and troubleshoot IT issues that arise on a day to day activities.

Responsibilities:

Petty Cash

  • Ensure that petty cash is available at all times
  • Ensure that all petty cash is signed for and all source documents are attached to the petty cash slips
  • Review and recon all petty cash records received from offsite custodians
  • Liaise with other centres for all petty cash requirements
  • Reconcile all petty cash
  • Ensure internal controls and systems are adhered to

Bookkeeping

  • Ensure that suppliers’ invoices are VAT compliant
  • Manage and maintain the supplier’s data base
  • Process purchase orders and supplier quotes
  • Process supplier’s invoices and arrange for payments with the FC
  • Take control of all suppliers documents and the retention thereof

Customers/Debtors

  • Ensure that customers invoices are produced
  • Collect and record training income
  • Receipt and bank monies received

General

  • Recons on project funder debtor’s balances
  • Maintain organisation vehicle logs
  • Maintain vehicle licensing and service schedules
  • Monthly cost analyses (Petrol, telephone, etc)
  • Update and maintain the asset register
  • Maintain the donation register for both monetary donations and donations in kind
  • Maintain recons for all travel
  • Produce all procurement documents and assist with the yearly external audit

Budgeting

  • Assist FC with the compiling of budgets for the organisation
  • Provide a monthly forecast for office admin costs
  • Liaise with project managers and centre coordinators with regards to the financial aspects of the projects

Project Related

  • Collate project-related expenses and submit to FC
  • Assist FC with audits conducted by funders
  • Work with FO for project reporting
  • Provide finance documents to FC

I.T Support

  • Troubleshoot all IT issues
  • Provide monthly report on IT issues
  • Install and keep a record of all IT program licensing
  • Provide IT information to IT, support consultant.
  • Distribute electronic forms to staff
  • Make sure that server backup is done every day

Month End Procedures

  • All bookkeeping requirements are to be completed by the first Monday of the new month
  • All reports to be generated by the following Wednesday
  • Ensure donation receipts and journals are signed by FC and Director
  • Provide all documents to Finance officer for data capturing of:
    • Income statement for the month
    • Year to date income statement
    • Debtors age analysis at month end
    • Balance sheet at month end
    • Trial balance for the month
    • Year to date trial balance
    • Year to date general ledger

Requirements:

  • Diploma in Finance or Degree with (Accounting, Auditing, and Taxation)
  • Experience in NGO environment advantageous
  • Sound working knowledge of computer literacy
  • Understanding of internal audit procedures and code of ethics
  • Experience in Non Profit environment (desirable)
  • Knowledge of English (required) and another South African language relevant to the programs (desirable)
  • Valid, unendorsed South African (code 8) driver’s license
  • Results focus
  • Ability to work autonomously and as a member of a team
  • Ability to work within a multicultural environment
  • Capacity to work under pressure
  • Honesty and integrity
  • Commitment to working with sensitive information confidentially
  • Ability to work accurately.

To apply, submit a cover letter, CV with contactable referees, and copies of educational qualifications to [email protected]

Only shortlisted candidates will be contacted.

If you are not contacted within two weeks of the closing date, regard your application as unsuccessful.

Lifeline Durban reserves the right not to appoint anyone to this position.

For more about Lifeline Durban, refer to www.lifelinedurban.org.za

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