Executiva PA to CFO

EXECUTIVE PERSONAL ASSISTANT

DURATION: MONTH TO MONTH

PURPOSE:

To provide administrative and secretarial support to the Chief Financial Officer.

KEY RESPONSIBILITIES:

- Capture, ensure correctness and process invoices on SAP FI system. Liaise with service providers & suppliers on quotations and invoice discrepancies. Control stationery levels and order where necessary.

- Manage all correspondence (emails, internal memos, general notices, reports, presentations etc.).

- Arrange meetings on behalf of the CFO and prepare necessary documents Take minutes of meetings with internal as well as external clients of the CFO. Type minutes and distribute to the relevant people.

- Follow up on action items with relevant staff members and Managers. Implement own archiving system.Create new files. Maintain archive system.

- Ensure the smooth running of the office in order for deadlines to be met. Prioritise office duties. Attend to customers, councillors and visitors’ queries and escalate to relevant Managers where necessary.

- Provide required support to the CFO. Resolve queries and escalate only when necessary.

- Manage the diary of the Financial Director. Arrange meetings or schedule appointments on behalf of the CFO. Interact daily with Senior Managers reporting to the CFO as well as Executive Managers from other departments.

- Daily tracking of incoming and outgoing files through a register. Facilitate actioning of correspondence. Screen incoming calls for the CFO. Redirect calls to the relevant departments or relevant Managers Make calls on behalf of the CFO and relay information.

- Take messages in the absence of the CFO. Deliver and explain messages to the CFO.

- Ensure that responses are verified and directed to the relevant personnel. Receive and compile reports from Managers in the 3 departments reporting (Finance, Metering and Supply Chain Management).

- Edit and revise some of the reports according to the CFO's instructions. Consolidate edited reports for forwarding to committees /departments. Follow up with the relevant Managers on required information for reporting Ensure that monthly, quarterly and yearly reports are accurate and submitted on time.

- Forward formal quotations received to Supply Chain Management section and do follow-ups.

- Create purchase requisitions and GRN on the SAP FI system upon receipt of quotations and invoices.

- Ensure petty cash flow is kept at Maximum level. Keep petty cash spreadsheet up to date; Reconcile petty cash book on a monthly basis by ensuring that receipts are recorded accurately and effectively as and when required.

- Resolve queries from suppliers and escalate to the CFO if necessary. Draw cost centre reports on a monthly basis for review by the CFO. Contact travel agent in order to instruct on travel needs of the CFO. Capture relevant invoices on SAP FI and ensure correct allocation of costs.

- Complete subsistence allowance documents for authorisation and payment. Arrange meeting packs.

- Book parking for the CFO when attending meetings outside the office

JOB REQUIREMENTS: ESSENTIAL QUALIFICATIONS AND EXPERIENCE

• Grade 12 (NQF 4) with at least 6 months secretarial certificate or Diploma (NQF 5 / 6)
• 3 years’ administrative or secretarial experience with strong writing and communication skills, computer literacy, strong leadership and interpersonal skills
• Have extensive experience providing administrative and secretarial support at executive management level;
• Demonstrate integrity, trustworthiness and professionalism;
• Can manage sensitive information while maintaining a high standard of confidentiality;
• Possess strong organisational, coordination and communication skills; and
• Are available to commence work immediately upon finalisation of the recruitment process.
• Previous experience supporting a Finance Executive or working within a finance environment will be an added advantage.

Pay: Up to R35 000,00 per month

Work Location: In person