Rcl Foods Project Office Administrator Jobs in South Africa
Rcl Foods Project Office Administrator Jobs in South Africa
Purpose of the Role Support the Vector Project Office and Information Technology (IT) functions in the:
Administration and processing of Project and IT related payments, ensuring that all costs are appropriately approved, allocated and accounted for in the appropriate accounting period
Monitoring and analysis expenditure against approved IT and Project Operational and Capital budgets to determine variances and reasons thereof
Monitoring and reporting on the compliance of Vector projects to the project lifecycle methodology and governance requirements
Minimum Requirements
Finance and/or Administration related qualification
Exposure to project management and governance principles
Minimum of 1 years’ experience within the relevant business function
Valid Code EB drivers' licence.
Duties & Responsibilities
Finance Administration:
Serve as the Vector point of contact and liaison for IT and Project related vendors.
Maintenance of invoice schedule for all IT and Project related invoices/ quotations received.
Review of invoices/ quotations against Vendor contracts and agreements to ensure adherence to agreed terms and conditions.
Initiate, manage and track the approval of IT and Project related invoices and quotations as per the Vector Levels of Authority.
Processing of operational expenditure invoices and quotations on Vector SAP system ensuring correct allocation of costs to appropriate cost centres and general ledger accounts.
Facilitate the completion of required Capital Expenditure Applications, in conjunction with Vector IT Application and Project Managers, for Capital related expenditure.
Liaise with Vector Finance team to ensure payment of Vendor as per agreed payment terms and conditions
Review of IT and Project related Cost Centres and General Ledger accounts to ensure correct allocation of costs prior to the closing of the monthly financial period.
Preparation and processing of required SAP Financial journals to ensure that correct allocation of costs.
Identification and processing of required financial provisions to be raised and reversed to ensure the accurate accounting of expenditure in the appropriate accounting period.
Monthly reconciliation and analysis of IT Accrual Account to determine accruals surplus/ deficits and reasons thereof.
Compilation and distribution of required month end financial reporting.
Budget Analysis and Review:
Assist Project Office Manager with compilation of annual IT and Project Operational and Capital Expenditure budgets.
Review monthly expenditure against budgets/ plan to identify any material variances.
Liaise with relevant budget owners to investigate and determine reasons for expenditure budget variances.
Project Governance:
Serve as the central point of contact for the receipt of new project requests and maintenance of project information on the Vector Project Portfolio system.
Review of project request information to determine any gaps in information required to log the request and liaise with necessary stakeholders to address.
Register the project on the Vector Project Portfolio system ensuring compliance with approved project naming standards.
Track and report on compliance of Vector projects to the project governance requirements as defined by the Project Governance Framework and Policies.
Preparation and publishing of Project Governance dashboard to required stakeholders.
Liaise
with required Project Managers to address and remediate governance gaps.
Document Management:
Ensure that all required finance documentation (invoices, quotes, schedules, etc) are appropriately uploaded to the Vector Knowledge repository as per agreed guidelines and conventions (SharePoint).
Assist project teams and Vector IT team with the uploading of required documentation to the Vector Knowledge repository as per agreed guidelines and conventions.
Responsible for creation of Project sites on the Vector Intranet for the storage of project related documentation, as per the agreed guidelines and conventions.
Project Office Support:
Assist Project Office Manager with the compilation of required management reports for presentation at Management and Executive forums.
Tracking of compliance to IT and Project timesheet recording process and communication of non-compliance to appropriate Managers for corrective action.
Compilation, analyse and distribution of timesheet reporting, highlighting planned vs actual time variances for explanations and corrective actions.
Assist the Project Office Manager with IT Statutory Audit readiness activities as required.
Provide administrative support to project managers as directed by Project Office Manager.
Technical Expertise
Knowledge and understanding of finance and accounting principles.
Exposure to project management and governance principles.
Proficiency in Microsoft Excel, Word and Project, PowerPoint.
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.
Support and drive the business core values.
Manage colleagues and client’s expectations and communicate appropriately.
Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives.
Champion training and development of self and others utilising available training opportunities.
Participate in, and drive regular performance appraisals and ensure that own targets and goals are clear and achievable.
KPI’s
Timely and accurate approval, processing and payment of IT and Project related Vendor invoices as per agreed contractual terms.
Accurate accounting and allocation of costs in the correct accounting period.
Timely identification and understanding of variances to Operational and Capital Expenditure budgets.
Accuracy and completeness of the Vector project repository.
Accurate and timely reporting on status of project governance.
Completeness of IT and Project document repositories.
How to Apply
For more information and job application details, see; Rcl Foods Project Office Administrator Jobs in South Africa
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