SA – Senior Finance and Admin Assistant (National Hire)

Position Title: Senior Finance and Admin Assistant

Reports To: Finance and Admin Manager

Division : Immigration & Refugee Program+ (IRP+)

Department: Administration, Finance

Job Location: Pretoria, South Africa

Grade Level: Grade 4, Assistant, National

Introduction: Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement, and disaster. CWS does not discriminate based on race, color, religion, sex, national origin, gender identity, genetic information, age, disability, or veteran status in employment or in the provision of services.

Primary Purpose:

The Senior Finance and Admin Assistant will have primary responsibility for providing administrative support to Church World Service Africa programs in South Africa, including assisting with reception, record keeping, and asset management. This position assists with employee relations. This position assists the Project Manager, Logistics and General Service staff. This position works closely with Finance and Human Resources in Pretoria and Nairobi. This position reports directly to the Finance and Admin Manager.

Essential Duties:

1. Maintains electronic and manual filing system for the administrative (Finance, HR & Logistics) documents of the RSC Africa Sub Office that facilitates easy retrieval of documents.
2. Receives invoices and attaches them to payment vouchers (PVs). Also attaches copies of contracts to PVs.
3. Assists in labeling all fixed assets and updates the fixed assets register with any new assets and asset movements in a timely manner.
4. Manages petty cash under the supervision of the Finance Officer and Finance and Administration Manager.
5. Manages a flow of documents between other departments and the Finance and Administration Manager.
6. Submission of VAT201 and EMP201 on SARS efiling and ensuring the returns are timely paid/refunded.
7. Operates the reception and administration duties as determined by the Country Representative.
8. Assists in the implementation of SOPs for the Sub Office.
9. Daily filing of payment supporting documents in accordance with CWS policies.
10. Monthly reconciliation of Bank accounts, Petty Cash and Balance Sheet accounts.
11. Perform other duties that maybe assigned.

Additional duties:

1. Under the supervision of the Finance and Administration Manager conducting weekly petty cash counts and reconciling same to the respective cash certificate.
2. After final review of Travel Authorization’s and card loading, assists the logistics officer by issuing travel cards/cash and confirming with travelling staff that cards have been duly loaded according to the respective TA.
3. Assists in the external audit process by retrieving and reviewing records and source documents.
4. Processes online payments as delegated by the Finance and Admin Manager and records the transactions according to the chart of accounts.
5. Performs other duties that may be assigned.

Qualifications:

Experience:

• Four (4) years paid work experience required.
• One year directly related specialized experience performing the finance and administration duties is required.
• Previous experience working with an International NGO strongly desired.
• Knowledge and experience in using Excel spreadsheets required.

Skills:

• Knowledge of Excel spreadsheets and Sage 300 or similar accounting software required;
• Knowledge of fund and accrual accounting principles is required.

Education & Certifications:

• Bachelor of Commerce, Accounting, Finance or other Business Degree or four (4) years of experience in lieu of a degree required.
• Advanced MS skills to include (advanced Excel).

Abilities:

The Administrative Assistant must have the ability to:

• Manage large and diverse workload under pressure with competing priorities.
• Maintain the integrity of official records.
• Analyze and solve complex problems and make sound decisions.
• Work with minimal supervision
• Maintain a high-performance standard with attention to detail.
• Work independently and contribute to overall operations of RSC Africa.

Important Requirements:

• Strong English communication skills, both written and oral.
• Ability to work in a multi-cultural environment required.
• Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.