Reference Number: 150922-3
Closing Date: 9 October 2015
Job Title: Admin Assistant
Department: Assets
Job Type: Temporary Contract
Location: Cape Town
Job Reference: 150922-3
Key Purpose:
To provide administrative support, office services and procurement support to maintain and enhance operational efficiencies in the Accounting Services department.
Key Responsibilities:
Administration – Capturing into SAP • Bank Statements captured manually in SAP • Ad-hoc data capturing into SAP for accounts payable.
Administration – Purchasing
• Process purchase orders. • Monitor product/service delivery. • Purchase products/services via CPC. • Maintain record-keeping system. • Control and distribute stationery
Finance – Budget
• Control the stationery budget. • Control the catering budget. • Departmental cost centres budget vs actual reporting General Office Services Support • Co-ordinate office maintenance and office relocations. • Perform computer back-up operation. • Co-ordinate catering, conferences and functions. • Manage mailing operation. • Cheques filing • Bank Statements filing • Diners/Visa Statement reconciliation for managers Day-to day office administration support
Event management
• Organise meetings, conferences and events.
Administration – Capturing into SAP
• SAP reflects bank statement transactions accurately, timeously and at the required level of detail. • Data captured in SAP reconciles to bank statement daily. • Records are accurate, up to date, available and filed in the specified format, using the approved record-keeping facilities. • All issues communicated and resolved. • An audit report indicates strict adherence to SAP and accounting guidelines. • SLA’s are adhered to.
Administration – Purchasing:
• Purchase orders must be processed accurately and on time. • SLA' s are adhered to. • Product/service delivery takes place on time-the right quality, quantity at the right place. • All CPC purchases are processed through approved vendors. • An audit report indicates strict adherence to CPC policy guidelines. • An effective record-keeping system is in place. Records are up to date, accurate, accessible and stored in the approved record-keeping facilities. • Positive feedback from all key stakeholders in terms of SLA' s and customer expectations. Finance – Budget • Expenditure for stationary and catering is in line with plan or better. • A monthly and quarterly cost centre expense report is prepared timeously and accurately, detailing over and under expenditure with variance analysis and meaningful explanations.
General Office Services Support:
• Positive feedback from key stakeholders in terms of : o maintenance of office equipment; o co-ordination of office relocations o Co-ordinated catering services for meetings and functions • Cheques filed in sequence • Bank Statements filed in sequence • Diners/Visa statements reconciled and processed on time. • Assist Manager and Senior Manager in day to day office functions • Prepare Memos, letters, minutes, track Data & reports • Records are accurate, up to date, available and filed in the specified format, using the agreed record-keeping facilities. Event management • Satisfied customers-business events organised in a professional manner. • Engen Policies and procedures. • Confidentiality • Strict Deadlines. • Shared values. • Various IT support systems. • Team environment
Education & Experience:
Matric with Diploma in Accounting/Business Administration 1 year work experience in Admin Assistant and Data Capturing
Knowledge, Skills & Attributes:
Good basic knowledge of accounting principles and practices. Computer literate Knowledge of relevant SAP modules Knowledge of general office administration. Knowledge of budget control. Basic knowledge of purchasing principles and practices. Good PC skills – MS Office Word & Excel Interpersonal Skills Communication Skills Good problem solving and analytical skills Good planning, organising and administrative skills Good time management and prioritisation skills Good writing and verbal skills Attention to detail Problem solving Analytical thinking Ability to work under pressure while maintaining accuracy Highly ethical Highly reliable Team player, but able to work independently Ability to operate with little or no supervision Proactive problem solver Deadline driven Ability to liaise with people at all levels Assertive Concern for deadlines, order, quality and accuracy Customer service oriented Ability to use initiative Ability to work and communicate with people at different levels in the organisation.
Important Information:
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