Finance and Administration Manager - Ghanzi

We are looking for a Finance and Administration Manager.
1. Purpose of the Role

• To manage the financial administration, resale administration and stock of the site thereby ensuring compliance with
• Company procedures, cost control and profit maximisation.

2. Key Responsibilities
2.1. Site Administration Management

• Ensure accurate and timeous completion and submission to the Corporate Office of all weekly administrative and accounting returns for the site units including:

- order forms, invoices and cash slips attached to the WPA and WCPA
- stock take sheets, daily issue sheets and broadsheets.

• Ensure correct and prompt completion and submission to the Corporate Office of all administrative and accounting returns in respect of functions, inclusive of:

- functions analysis sheet with attached invoices, cash slips, stock sheets, stock issue sheets and casual wage variations.

• Ensure that the daily issue sheet and broad sheet are captured into the SAMS.

• Oversee the administration of petty cash in accordance with Company SOPs.

• Ensure that clients are VAT invoiced correctly and promptly for services rendered on a monthly basis and a copy of such invoice is forwarded to the Corporate Office.

• Ensure that clients are VAT invoiced correctly and promptly for all special functions and a copy of such invoice is forwarded to the Corporate Office.

• Assertively collect payments in respect of outstanding invoices due to the Company from clients in accordance with financial standards and deadlines.

• Monitor and implement price adjustments according to the contract with the client.

• Establish a system of fixed asset control, including but not limited to:

- keeping accurate records of the assets on site upon commencement of a contract and during the contract, accounting for all assets at the end of the contract and recording the movement of assets (eg storage, transfer or disposal).

• Manage the budget planning and control process for the site ensuring monthly analysis of expenditure and revenue against budget and instituting the appropriate corrective action, where necessary.

2.2. Financial Oversight

• Manage the reconciliation of sales and the completion of the daily sales control sheet.

• Oversee the capturing of income and expenditure data for the site and ensure follow up on outstanding transactions, including data capturing of the following:

- invoices for deliveries, credit notes, non-client back charges and functions (including costings and issue sheets), back charges for stores products (costings), function invoices, cash payments for non-client functions and daily petty cash.

• Check the daily cash-ups and cash reconciliations.

• Review monthly finance reconciliation reports.

2.3. Financial Analysis and Reporting

• Perform a weekly revenue and cost analysis ensuring that the site is meeting its associated targets.

• Investigate and report any material deviations to the project manager and drive a process to correct any associated problems.

• Prepare the P&L for the site in accordance with Company deadlines and procedures and ensure that the following details, among others, are correct:

- man-days and non-residents statistics, functions costings, non-client statement and total cost to client, back charge cost to client, resale (total consumption and total income), stock (resale, general and sundries) sheets opening stock, WPA purchases, transport, cash purchases, staff meals, waste or written off stocks and sundries consumption.
2.4. Stock Control

• Ensure that:

- stock is issued on a daily basis to the kitchen staff, according to the number of people to be fed and the applicable menu.
- there is sufficient stock in the store room as is required in terms of the number of people to be fed and according to menu specifications.
- all stock is requisitioned in the correct quantities and at the correct quality.
- all deliveries received are in accordance with the quantities ordered, the quality required and the agreed price. Where stock does not meet this standard, the Stores Supervisor must ensure that a credit note is issued by the supplier.
- all stock is received with a valid delivery note and invoice from the suppler, and ensure that such documentation is retained for record purposes.
- all the invoices and cash slips received in terms of goods delivered are signed and stamped with a “Goods Received” Stamp.
- stock rotation is effected.
- a stock count is conducted after new stock has arrived to ensure that the total stock balances in respect of the old stock, new stock, purchases and stock issued.
- storerooms and reefers are kept neat and tidy.
- temperature checks are performed on a daily basis in accordance with Company SOP’s.
- stock expiry dates are regularly checked and expired stock appropriately handled in accordance with Company SOP’s.
- all stock is kept securely and under the correct conditions applicable to each type of commodity stored.

• Conduct weekly stock takes on a Monday and ensure that weekly returns are packaged for collection by no later than Tuesday afternoon.

• Conduct a monthly stock take on the last day of every month and ensure that the administrative returns in this regard are received by Head Office by no later than the second day of the subsequent month.

2.5. Client Problem Resolution

• Provide account information to clients.

• Process client account queries.

• Rectify any errors on client accounts.

• Investigate irregularities or discrepancies on client statements or accounts.

2.7. Staff Supervision

• Manage team attendance and ensure that leave is authorised in accordance with the relevant Company protocols.

• Respond to or redirect employee queries as required.

• Conduct employee appraisals.

• Manage first level labour relations matters.

• Identify areas for employee development and provide training.

2.8. Effective Teamwork and Self-Management

• Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning and prioritising, and self-development

• Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained.

• Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.

• Manage colleagues’ expectations and communicate appropriately.

• Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives.