Administrative Assistant (Finance) – Midrand

The Independent Institute of Education is South Africa’s largest registered and accredited private provider of higher education. The IIE is also internationally recognised by the British Accreditation Council.

Varsity College, a brand of The IIE, leads in the provision of these exciting learning initiatives of The IIE. The IIE is registered with the Department of Higher Education and Training as a private higher education provider, has more than 57 qualifications accredited by the Higher Education Quality Committee and is a subsidiary of ADvTECH Ltd, a public company listed on the Johannesburg Stock Exchange. This scale and status assures our leading position in higher education.

IIE MSA, formerly known as Monash South Africa, was founded in 2001 by Monash University. Following the acquisition of Monash South Africa by the ADvTECH Group in April 2019, the IIE MSA is now part of The Independent Institution of Education (The IIE), a leader in the higher education sphere. The IIE MSA is located on a 100-hectare campus in Ruimsig, Johannesburg, in the province of Gauteng. In addition to domestic (South African) students, the IIE MSA is home to diverseDuties and Responsibilities:

Accounts Payable and Procurement – OPEX and CAPEX

Preparation and capturing of purchase orders in accounting system (D365) for approval by Head Finance, Campus Head, Financial Manager, Brand Accountant, CFO, Senior Portfolio Team, and MD based on Brand approval framework.
Purchase order request to be reviewed against policy and quote requirements and returned to requestor if not complete.
Assistance may be required to be provided to requestor in sourcing quotes.
Purchase order to be created in D365 within 48 hours of complete requisition being received.
Ensuring that procurement policies are adhered to for all purchase orders submitted/ captured in accounting system. i.e., required numbers of quotes to be obtained and attached to PO.
Purchase orders generated on D365 to be created against correct GL account and supplier.
Issuing of approved purchase order to requestor to submit to supplier within 24 hours of PO approval.
Follow up required of all purchase orders older than 2 days which have not been approved.
Extract and submit weekly a list of approved purchases orders older than a week for which a GRV (Goods Received Voucher) has not be processed to Head Finances to follow up on, Head Finance to request and process delivery note from relevant staff member in D365 against PO.
Follow up with Head Finance weekly to ensure that GRVs are processed timeously and no later than 24 hours following delivery of goods, service being received.
Administrator to familiarise themselves with updates to policies, procedures and processes and ensure compliance with these.
Queries to be resolved timeously and not be older than 30 days.
POs to match quote in terms of amounts.

Creditor Listing

Maintenance of creditor listing in D365 as and when required and for specific projects.
Consolidation and streamlining of creditor listing as and when required and for specific projects.
Assistance with onboarding and vetting new suppliers.
Approval of new vendors in D365
Review of supplier documentation and ensure update documents requested and filed.
Ensure compliance with POPIA and that privacy agreements in place with relevant suppliers.
Monthly accruals and ageing check to identify and resolve with Head Finance and National Finance long outstanding creditors, debit balance creditors.

Competencies Required:

Interpersonal Skills
Good verbal and written communication skills
Time Management
Planning and Organising
Conflict Resolution
Problem Solving

Minimum Qualification Requirements:

Minimum of Matric required
Certificate/Diploma in Accounting or Bookkeeping as a preference.

Minimum Work Experience Requirements:

Minimum of 2-3 years as an Administrator
Basic understanding of Financial Accounting
Basic understanding of Management Accounting
Some knowledge of Audit principles
Good Microsoft Office skills, Excel, Word, PowerPoint
Understanding of D365

Preference may be given to EE Candidates

Closing Date 21 July 2023

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