POSITION PURPOSE

Responsible for a variety of Department clerical duties and support functions. Completes basic word processing, excel and filing tasks. Provides miscellaneous assistance as required. The functions below are an indication of the basic duties but may not include additional tasks as dedicated by the finance team.


ESSENTIAL FUNCTIONS AND BASIC DUTIES
1. Assumes responsibility for the effective performance of all assigned clerical and support functions.
a. General Finance Administration:
Raising orders on procurement and issuing order numbers
Loading of suppliers on MDA
Assisting Contractors
Obtaining quotes where necessary
Procure, prepare and process invoices, purchase orders, and payment requests
Uploading documents onto MDA
Updating and maintaining supplier database and SLA register
Reconcile bank accounts, supplier statements, supplier ledger and general ledger accounts
Preparation of supplier reconciliations
Maintain accurate financial records and filing systems
Assist with monthly, quarterly, and annual financial reporting
Support audit processes and provide required documentation
Assists with special projects as assigned

2. Assumes responsibility for establishing and maintaining effective communication and coordination with area staff and management.
a. Keeps management informed of area activities and of any significant problems.

3. Assumes responsibility for related duties as required or assigned.
a. Runs errands as requested.
b. Ensures that work area is clean, secure, and well maintained.


PERFORMANCE MEASUREMENTS
1. Clerical support functions are performed accurately and timely.
2. Good working relations exist with area staff. Assistance is provided as needed. Effective coordination and cooperation exists.
3. Management is appropriately informed of area activities.


EDUCATION/CERTIFICATION:
Matric.

REQUIRED KNOWLEDGE:
Knowledge of basic Department structure and work and information flow.

EXPERIENCE REQUIRED:
Experience in procurement, reporting, and general office administration with a minimum of 3 years working experience

SKILLS/ABILITIES:
Well organised.
Good interpersonal and public relations skills.
Cooperative and willing to assist others.
Must be computer literate (Emails / Excel / Word)