Candidate Requirements

Duties:

INVENTORY

Input:

o   Manage daily Stock Counts

o   Investigate/Assist with stock variances

o   Quarterly stock counts

o   Stock adjustments

o   Filing of new stock items

o   Electronic filing of all BOM changes

Output:

o   Run Stock sheets and capture daily stock counts

o   Send variances first to PTA warehouse for verification and if not resolved to advise Finance 

o   Capture stock count

o   Assist with stock queries by checking physical stock and viewing stock transactions in Macola

PURCHASES

Input:

o   Order all non-stock items (stationery, etc.) from the pre- approved vendors Business/Waltons, etc.

o   For non-regular purchases obtain 3 quotes from various vendors and submit them to accountant for authorization of purchase

o   Complete POs for non-stock items and ensure these are authorized by the accountant

o   Regular verification of all non-stock items

o   Maintain an excel spreadsheet documenting monthly requirements

o   Review stationery request/PO as prepared Manager before this gets submitted to Finance

o   Review grocery list request as prepared on excel sheet from the Manager

Output:

o   Effective management of non-stock purchases

o   Ensures cost-effective purchases

o   Adequate supporting records are maintained

o   Effective management and documentation of branch non-stock item needs

o   Effective management of stationery expenses

o   Effective management of stationery expenses

ASSETS

Input:

o   Quarterly Jhb asset check

o   Maintain all Jhb asset / asset movement

o   Complete asset forms for new / disposed / transfer of assets

o   Monthly assets register processing and maintenance

o   Balance monthly asset register to asset GL accounts

Output:

o   Compare assets to asset registers

o   Asset tagging

DATA ENTRY & RECORD KEEPING

Input:

o   Monthly canteen schedule updates

o   Sundry creditors running list updates

o   PMS and Incubator loan register – updates and check

Output:

o   Maintaining accurate financial database, updating monthly schedule and organizing physical or digital filling systems

AUDITS

Input:

o   Compiling vat audit copies

o   Audit Copies & filling

o   Audit prep – selected general ledger accounts

Output:

o   Supporting the audit process by preparing documents and coordinating assessments

HEALTH & SAFETY AND QUALITY STANDARDS

Input:

o   Assist in maintaining the Health & Safety principles of the organization.

o   Work within the Company's Quality Management System

o   Ensure that the appropriate QMS documentation is always used, and that document version controlled and maintained.

o   Documentation of NCA’s and AR’s where relevant

o   Best Practices – Improve processes and policies in support of organisational goals.

o   Formulate and implement departmental policies and procedures to maximise output. Monitor adherence to procedures.

o   Administrative excellence

Output:

o   Assist in minimal accidents with constant vigilance.

o   Minimize audit findings.

o   All documents used are aligned with Company.

o   NCA’s raised, investigated, and closed timeously.

o   Continuous improvement of processes & procedures through BEST recommendation

o   The quality of the level of service provided by carrying out the responsibilities in all tasks, activities & reports being executed timeously, with accuracy.

GENERAL LEDGER RECONS

o   Monthly balancing of all balance sheet accounts

GENERAL

o   Assists Accounts Department with general duties

o   Filing, Archiving, communication

o   Assisting with any general ad-hoc tasks requested

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