<p> HR191 JOB DESCRIPTION</p><p>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.</p><p>POSITION DETAILS Position title Assistant Finance Officer</p><p>Job title (HR Practitioner to provide) Assistant Finance Officer</p><p>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</p><p>ORGANOGRAM (Adjust as necessary. Include line manager, line manager’s manager, all subordinates and colleagues. Include job grades)</p><p>Science Faculty Finance Manager (PC12)</p><p>Assistant Finance Manager (PC10)</p><p>Senior Finance Officer (PC09) ( X2 )</p><p>Assistant Finance Officer PC07</p><p>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.</p><p>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.</p><p>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</p><p>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</p><p>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</p><p>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.</p><p>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</p><p>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</p><p>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.</p><p>AGREED BY PRINT NAME SIGNATURE CONTACT NO. DATE</p><p>Job Holder</p><p>Line Manager</p><p>HOD</p><p>28 October 2013 Page 5 of 5 HR191</p>