Forms Must Be Downloaded from the UCT Website s2

HR191 JOB DESCRIPTION

NOTES  Forms must be downloaded from the UCT website: http://www.uct.ac.za/depts/sapweb/forms/forms.htm  This form serves as a template for the writing of job descriptions.  A copy of this form is kept by the line manager and the job holder.

POSITION DETAILS Position title Assistant Finance Officer

Job title (HR Practitioner to provide) Assistant Finance Officer

Job grade (if known) PC07 Academic faculty / PASS department Science Faculty Academic department / PASS unit Faculty Finance Office Division / section Finance Date of compilation Jan 2014

ORGANOGRAM (Adjust as necessary. Include line manager, line manager’s manager, all subordinates and colleagues. Include job grades)

Science Faculty Finance Manager (PC12)

Assistant Finance Manager (PC10)

Senior Finance Officer (PC09) ( X2 )

Assistant Finance Officer PC07

PURPOSE The main purpose of this position is to assist the Finance Manager, Assistant Finance Manager & Senior Finance Officers to provide a professional financial administrative support service to the Dean of Science and Faculty Executive, Central Finance, the Faculty’s Departments and Research Units.

28 October 2013 Page 1 of 5 HR191 JOB CONTENT % of Key performance areas (4 – 6) Activities / Objectives / Tasks Results / Outcomes time Competencies needed (What) (How) (Why) spent Incoming/Outgoing Mail 10  Attend to incoming mail by date  Mail is logged and distributed  Communication stamping and distributing to timeously skills appropriate persons  Initial errors are eradicated from  Judgment  Identify any initial errors or forms before passing to relevant  Customer service queries on Invoice/Receipt colleagues for approval  Time Management Requisitions and Funds  Attention to detail Management forms, and attend 1 to them. If unclear refer to Senior Finance Officers or Assistant Finance Manager.

Financial advice and 10  Provide a professional face-to-  Client queries are dealt with or referred to the  Excellent Communication face (walk-in), telephone and correct person. communication email communication service to skills both written Faculty clients and oral  UCT policies and procedures are complied with.  Knowledge and  Coach and provide feedback to understanding of fundholders and departmental UCT policies and 2 administrators to assist them to procedures understand and apply UCT’s  Email policies and procedures  Coaching and feedback skills  Report issues of concern to Line  Judgment Manager and or Finance Team  SAP

Daily Processing 50  Check Journals & Sales  UCT policies and procedures are  Administrative skills Documents for accuracy, complied with  Attention to detail completeness and appropriate  Errors are identified, followed up  Communication supporting documents on and corrected before sending skills  Check and approve Subsistence documents on for processing  Planning and &Travel, Request for Advances,  Good communication and organizing skills Clearing of Advances and Petty feedback loop to clients is  Flexibility Cash Floats maintained  Stress management  Check Purchasing card, SAP  Filing is kept up to date  Time management 3 Authorization, Missing document  Key Performance register is  Coaching and and Asset forms for accuracy maintained and non-compliance consulting and completeness and submit to is easily viewed. Errors and  Filing and Finance Manager for omissions are followed up and Document Handling authorization resolved  Knowledge and  Check and capture Purchaser understanding of Key Performance Indicator UCT policies and Reports and follow up as procedures needed.  SAP

28 October 2013 Page 2 of 5 HR191 Internal Awards 10  Monitor the Faculty internal  Awards are transferred award control funds and related accurately and timeously  Administrative Skills correspondence  Control funds are updated,  Personal  Transfer funding received from reconciled and unspent funding accountability and internal UCT sources to is returned commitment respective clients research funds  Block Grant Register is kept up  Excel & Word  Maintain internal award register to date  SAP 4  Prepare monthly reports on  Filing is kept up to date  Accuracy control funds for Line Manager  Reporting is done accurately and  Attention to detail  Prepare annual reports for timeously  Task completion University Equipment Committee skills  Provide support to Faculty Research Committee to record University Research Committee block grant applications on excel Adfin Support 5  Coordinate meetings and training  Coordination of Adfin logistics (Faculty Financial sessions by organizing venues, and Admin is maintained  Planning and Administrators) equipment, snacks, handouts organizing skills and attendance registers  Initiative 5  Maintain electronic and hardcopy  Administrative skills filing of training material and  Email handouts  Communication  Maintain Adfin mailing lists skills Faculty Finance Office Admin 5  Maintain leave and training  Faculty finance office admin is up and Support records to date and well maintained.  Administrative skills  Maintain finance team contact  Faculty finance team cartridge  Initiative information order/distribution register is  Excel and Word  Setup and maintain filing and maintained  Filing and archiving systems Document Handling 6  Prepare leave and training reports  Maintain finance team printer cartridge orders and distribution register  Participate actively in Finance Team meetings and activities

28 October 2013 Page 3 of 5 HR191 Faculty Office Funds and 5  Prepare monthly fund reporting  Administrative skills Admin Support pack (Including telephone report)  Monthly report pack handed to  Task Completion  Prepare fund reports for quarterly line management for review Skills management reporting cycle  Journal requests are attended to  Excel and Word  Prepare required journals  Asset forms are checked before  Time Management  Check asset forms for assets passing on for approval  Knowledge and purchased on faculty funds &  Faculty office IT & equipment understanding of review to ensure the documents registers are maintained UCT policies and 7 are complete and comply with procedures faculty and University policies  SAP and procedures.  Accounting skills  Maintain Faculty Office IT/Equipment Register – 5 year replacement cycle, and hardcopy filing system of acquisitions and disposals.

Adhoc Duties 5  Attend to administrative requests  Ad Hoc requests are followed up on as  Task completion from Finance Manager they arise skills  Attend to Ad Hoc requests from  Problem Solving Assistant Finance Manager and  Initiative 8 Senior Finance Officers

28 October 2013 Page 4 of 5 HR191 MINIMUM REQUIREMENTS A relevant post-secondary qualification (e.g bookkeeping diploma / certificate) plus 2 years relevant Minimum qualifications experience; OR a minimum of 5 years directly relevant experience

Minimum experience 2 years relevant experience OR 5 years directly relevant experience (type and years)  Proficiency in MS Excel and experience on a large accounting system (e.g. SAP)  The ability to work under pressure and meet deadlines  Meticulous attention to detail Other Requirements  Excellent communication skills  Experience at a higher education institution and knowledge of SAP would be advantageous.

AGREED BY PRINT NAME SIGNATURE CONTACT NO. DATE

Job Holder

Line Manager

28 October 2013 Page 5 of 5 HR191