Job Description

Established NPO needs a strong, dynamic individual to join their team.
Core Job Objective:
Manage Accounts:
Full Debtors function
Full Creditors function (Including AMPP International)
General Ledger
Bank Statements
Petty Cash Account
Control Accounts
Processing:
Registration of Memberships, AMPP, CorrISA courses, events, Publications, etc
Invoicing within 2-3 days, Credit Notes and Journals for above
Tax Invoicing upon receipt of payments (income to reflect in delivery period)
Maintaining Accounts Payable and Accounts Receivable in all Cashbooks
Petty Cash:
Management of all Petty Cash functions
Process all approved claims from Petty Cash upon receipt thereof
Reconciliation of Petty Cash on a monthly basis to be checked and signed off by Executive Director
Capture and pay expenses and fuel claims
Cash Book (All Accounts):
Ensure that all purchase requisitions are signed by Executive Director (Up to R10 000) and President (More than R10 000) before loading approved payments to the bank
Sort and load approved payments to creditors twice a month or as per creditors Service Level Agreement
Inform the authorised EXEC members and Executive Director to approve payments
Capture bank statements regularly to all cashbooks on Pastel Partner throughout the month
Print or View bank statements regularly to check for incoming payments received by customers
Liaise with Membership Administrator regularly for membership payments received
Upon payments and or official purchase order number from the Company, convert membership proforma invoices into tax invoices, process allocations and forward copies to customer and Membership Administrator
Liaise with Course Administrator regularly for course payments received
Verify if all payments for courses have been received 1 week prior to each course.
Upon payment and or official purchase order number from the Company, convert course proforma invoices into tax invoices, process allocations and forward copies to customer and Course Administrator
Liaise with Office Administrator regularly for SAQCC payments received
Upon payments and or official purchase order number from the Company, convert SAQCC proforma invoices into tax invoices, process allocations and forward copies to customer and Office Administrator
Ensure that payments are received first form SAQCC customer before payment to the supplier e.g. assessor
Liaise with Editor regularly for payments not received for magazine advertisement
Upon payments and or official purchase order number from the Company, convert proforma invoices into tax invoices, process allocations and forward copies to customer
Capture and monitor all movements on the below accounts on a regular basis and compile bank reconciliations
1. COMPANY CHEQUE ACCOUNT
2. FOREX ACCOUNT SASFIN
3. M M MAXIMISER
4. MONEY MARKET ACCOUNT
5. PETTY CASH CASHBOOK
FOREX Payments for AMPP:
Monitoring FOREX exchange rate for payments of monies to AMPP
Reconcile AMPP account as per invoices and statements received
Reconcile AMPP account monthly for payments
Transfer monies from Current Account to SASFIN for AMPP payments (Ensure that best rate deal is booked beforehand)
Liaise with Executive Director before loading AMPP Invoices for payment (to the bank)
Email payment remittance and or proof of payment to AMPP
Financial Year End:
Preparing for Financial Year End in June each year
Compile and print all bank reconciliations for all bank accounts
Ensure that all bank statements are reconciled and balanced
Print and/or email all invoices and credit notes to be filed and/or emailed for audit purposes
Monthly bank statements for fiscal year of all bank accounts to be filed and available for auditors
Trial Balance to be printed or emailed in a format that is acceptable for auditing purposes
General Ledger to be printed / emailed in a format that is acceptable for auditing purposes
Debtors and Creditors Age Analysis to be printed / emailed in a format that is acceptable for auditing purposes
Compile statutory returns e.g. EMP201, VAT201 in a format that is acceptable for auditing purposes
Reconciliation of all Balance Sheet Accounts in a format that is acceptable for auditing purposes
All sales and expense invoice files to be updated and provided for audit purposes
Provide auditors with required documentation and information timeously
Process Auditors Adjustment Journal and ensure that opening and closing balances corresponds to the audited Final Trial Balance
Reporting:
Before reporting ensure that all Supplier Invoice are captured and allocated to the correct GL account
Monthly financial performance report to be forwarded to Executive Director at least 3 days before Executive council meeting
Develop and monitor budgets and actual figures in consultation with Executive Director
Course Finances
Membership Finances
Membership Reports, e.g. members in good standing per membership category
List of members that was invoiced, (paid vs not paid)
Follow up with members telephonically on arrear payments and report to Executive Director accordingly
The CORxc4x93 Finances
Accounts Receivables
Accounts Payables
Report on Financial Areas of interest (Income, Expenses and Events)
Supply Honorary Treasurer (HT) with the necessary information to compile his/her annual treasurers report
General Housekeeping:
General upkeep of books via journals in General Ledger
Filing weekly or as and when required
Paymaster / HR Function
Ensure that all leave and overtime is approved and signed off prior to processing (once a month)
Supply Executive Director with an updated leave report monthly or as and when requested by the Executive Director
Request claims from staff by latest 20th of the month i.e. overtime, etc
Ensure that claims e.g. overtime is signed off by Executive Director
Capture payroll by latest 20th of the month on Vanilla Payroll
Post salaries to Bank Account by latest 23rd of each month
Compile EMP201 for PAYE and UIF payments after each payroll run
Monthly UIF declarations and email to Department of Employment and Labour
Compile EMP501 reconciliation bi-annually (End August) and submit to SARS for processing
Compile IRP5 and IT3 for financial year on Easyfile and submit to SARS for processing (End February)
Update Central Supplier Database (CSD) as and when required
Complete vendor forms as and when required
VAT201 VAT calculations and payment every two months
Print and distribute payslips to the staff monthly
Other:
Assist with CorrISA events and activities as and when required
Assist with budgets and forecast for ALL projects
Perform any reasonable task as requested by management from time to time
Criteria:

• Relevant tertiary qualification
• 5 years experience in the above role
• Previous experience working for an NPO advantageous
• Proficient on Pastel Partner/similar accounting software package
• MS Excel advanced skills
• Valid code 08 license & own transport
• Fluent in English & Afrikaans
• Must be able to work independently