Job Description

PURPOSE



This role is responsible for the administration of financial and payroll activities at site level. The incumbent serves as a primary source of accurate and timely data input for both HRM and financial systems.

RESPONSIBILITIES

Governance

Ensure compliance with relevant legislation including FA policies and procedures. Ensure Payroll inputs are in accordance with FA Policy.

Safety

Maintain FA and client safety policy and procedure requirements. Promote safety performance. Report all incidents/accidents.

Human Resources (HR) Management

Maintain and update information, records and reports such as personal files, leave, disciplinary and medical aid documents, monthly reports, etc. Manage batch imports for wages, including allowances, ad hoc back pay calculations and batch preparation/import, employment contracts, site changes, transfers, leave. Administer leave management (salaries and wages), ensure employees do not exceed their accumulated leave days. Process petrol and travel claims for both salaries and wages. Maintain and update information and records such as employee lists and organograms. Maintain HR training records and HR policy file. Handle queries, complaints and requests ensuring timeous resolution. Maintain all HR-related files. Manage overtime processing including downloading hours from the app, verify entries, consolidate data and upload on Sage for Payroll processing.

Cost and Shared Services

Assist with the monthly rolling forecast calculation. Analyse, drill down and identify the variance amongst the budget, forecast and actuals on item level and provide explanations for the variances. Generate purchase requests and subsequent receipt of goods on site in accordance with orders placed. Record daily site costing and forecasting, including daily hours on internal and external plant for costing and supplier invoicing. Assist in good management of company assets at a site level, ensure all company assets are tagged and accounted for. Ensure employee take-on and exit are carried out in line with FA policy Manage site stores and consumables and record transactions relating to issues, receiving and stock take. Capture Payroll data input accurate, ensure completeness of payroll and wages inputs and the correct allocation of costs. Ensure site budget is adhered to. Perform stock counts monthly and receipts GRV'd within 24 hours (inventory management). Ensure all Plant returns and diesel usage are accurately captured on the system daily. Capture costs and revenue drivers onto the relevant system daily. Escalate and prepare accruals templates at site level accruals to Finance and ensure completeness. Review PO reports weekly, GRV and close PO's not required or older than three months. Escalate HR and Finance queries to Shared Services. Reconcile petty cash (workshop and fixed assets) and submit for reimbursement. Ensure all company policies and processes are being adhered to, especially at site level. Ensure all transactions are captured/processed on a daily, weekly, monthly basis, completeness of all financial data.

Perform General Administration

Complete all reports regarding safety, production, personnel, quality control and maintenance. Perform site administrative duties as required. Liaise with operations, and other departments to enable service delivery. Support site level communication including the distribution of correspondence and memos, update notice boards and other communication channels. Handle general administrative tasks, including filing, record keeping, and operating office equipment. Assist with bookings and administration relating to training. Arrange and take minutes of site communications forums.

QUALIFICATIONS

Grade 12 with Accountancy and/or Mathematics (advantageous) Minimum: Diploma in Business Management/Administration

EXPERIENCE

Minimum two years' experience in the role or similar Experience with an ERP system (advantageous)

SKILLS, QUALITIES AND ABILITIES REQUIRED

Computer literacy in Microsoft Office Suite Payroll input and HR Financial administration Inventory management (operational) Attention to detail, accuracy Ability to work under pressure and meet deadlines Teamwork and collaboration Communication Customer service-oriented Problem-solving Planning and organising Time management including efficient management of workflow Minute taking

CLOSING DATE: 29 AUGUST 2025