Deputy Director: Financial Accounting and Administration

Inkrwelo yokuqwalasela

Deputy Director: Financial Accounting and Administration at Department of Economic Development in Umnotho House Johannesburg.

Imfuneko

• Grade 12.
• NQF level 6 / 7 qualification in Financial Management or equivalent qualification as recognised by SAQA.
• A minimum of 3 years’ experience in an Assistant Director position within the Finance environment.
• Code 8/10 driver’s license is essential.

Imiqobo

• Execute follow-ups on outstanding invoices, credit notes and related matters with relevant officials, ensuring that verbal follow-ups are confirmed by email.
• Ensure that all contractual payments have a valid contract in place before payment is made.
• Authorise Goods Received Vouchers (GRVs) for capturing and processing of payments.
• Account for all invoices scanned and processed by the payment unit.
• Reconcile payment proposals with disbursement reports after each payment run and follow up on payments that were not processed.
• Ensure that all bank-rejected payments due to closed accounts are re-issued timeously.
• Ensure proof of payment is sent to all paid suppliers after each payment run.
• Investigate reasons for non-payment within 10 days and prepare monthly reports.
• Identify fruitless, wasteful and irregular expenditure and ensure appropriate reporting.
• Ensure payments are processed and approved in accordance with delegated authority.
• Approve sundry payments in line with approved delegations.
• Ensure all payments are supported by relevant supporting documentation.
• Ensure safe keeping of payment batches and maintain payment information for retrieval by stakeholders when required.
• Ensure payment documents are scanned and securely stored.
• Ensure supplier payments are processed within 15 days in line with the Gauteng Provincial Government (GPG) target.
• Ensure monthly supplier payment reports are submitted to the Director, Chief Financial Officer (CFO) and Accounting Officer (Head of Department) for review, approval and sign-off.
• Ensure 30-day supplier payment reports are submitted to the relevant Provincial Treasury within prescribed deadlines.
• Provide payment-related information requested by internal and external stakeholders.
• Ensure sufficient funds are available in the bank account for supplier and employee payments.
• Manage audit queries from authorised audit institutions and the Legislature.
• Respond to auditor requests and ensure information is submitted within required timeframes.
• Review information submitted to auditors to ensure accuracy and completeness.
• Handle and resolve financial reporting and accounts payable queries.
• Perform ad hoc financial management responsibilities as required.
• Manage the petty cash function and ensure adequate petty cash is available for authorised office purchases.
• Ensure all petty cash transactions are supported by relevant documentation.
• Ensure safe keeping of petty cash records.
• Ensure petty cash requests comply with the approved petty cash policy.
• Review monthly petty cash reconciliations.
• Ensure monthly petty cash reconciliations are signed by the relevant Director.
• Conduct regular petty cash counts and spot checks as required.
• Ensure end users return proof of purchases for petty cash advances.
• Replenish petty cash when necessary.
• Make petty cash documentation readily available for audit purposes.
• Liaise with line managers to ensure Interim Financial Statements (IFS) and Annual Financial Statements (AFS) schedules are submitted to Financial Reporting within prescribed deadlines.
• Review Word and Excel versions of the IFS and AFS prepared by Assistant Directors and Senior Finance Practitioners.
• Ensure transactions, events and disclosure notes comply with applicable GRAP standards.
• Review IFS and AFS supporting evidence and working paper files in accordance with Treasury requirements.
• Ensure all IFS and AFS line items, transactions, events and disclosure notes are supported by approved documentation from relevant line managers.
• Review and ensure lead schedules for all IFS and AFS items are accurate and complete.
• Submit the IFS, AFS and supporting working papers to the Director for review.
• Ensure submission of the accuracy letters, IFS, AFS and working papers to the CFO for review.
• Ensure accuracy letters for the IFS and AFS are submitted to the CFO and Accounting Officer for approval and sign-off.
• Submit the IFS and AFS to the relevant Treasury and Auditor-General within prescribed legislative timeframes.
• Address issues and findings raised by Treasury and the Audit Committee relating to the IFS and AFS.
• Ensure all supporting documents and working papers for the IFS and AFS are available when requested by auditors.
• Ensure all suspense accounts are cleared before month-end and year-end closure, particularly accounts that must have zero balances.
• Ensure the team addresses dashboard reports issued by Treasury to allocate and clear outstanding balances.
• Follow up with relevant departments, including Cashbook Services, General Accounting and Statutory Deductions, to ensure trial balance accounts are reconciled and cleared.
• Review the trial balance and ensure accuracy before month-end and year-end closure.
• Review and approve journals prepared by the Financial Reporting Unit to ensure correctness and proper system processing.
• Confirm month-end and year-end closure with Treasury after all required journals have been processed.
• Ensure all departmental debts, including staff debts, interdepartmental debts and other debts, are raised and accurately recorded in the accounting records.
• Liaise with the Transversal Debt Administration Unit regarding the status of staff debt recoveries.
• Engage employees to authorise debt recovery through PERSAL deductions or make alternative repayment arrangements.
• Ensure submission of staff debt creation and recovery documentation to the Transversal Debt Administration Unit for implementation.
• Review and ensure debt payments are correctly allocated and accounted for on the trial balance by the Statutory Deductions Unit.
• Review and approve bad debt provision calculations prepared by Finance Practitioners.
• Review and approve debt reconciliations prepared by Finance Practitioners and Assistant Directors.
• Ensure all debts are supported by relevant documentation.
• Submit debt supporting documents to auditors upon request.
• Review monthly interdepartmental debt confirmation letters.
• Ensure confirmation letters and supporting documentation are submitted to the Director and CFO for approval and sign-off.
• Follow up with departments and entities to facilitate recovery of interdepartmental debts.
• Escalate long-outstanding staff debts, interdepartmental debts and other debts to the Director and CFO.
• Ensure Unauthorised, Irregular, Fruitless and Wasteful Expenditure (UIF) registers are updated with all reported cases.
• Ensure UIF register entries are supported by relevant documentation.
• Ensure UIF registers agree with IFS and AFS disclosure notes and Part E of the Annual Report.
• Ensure investigation outcomes, condonation decisions and write-offs are updated on the UIF registers and supported by relevant reports and approvals.
• Review UIF registers for accuracy and completeness.
• Prepare and review the General Ledger Balance (GLB) Liquor Licence Fees database.
• Supervise the clearing of all database exceptions.
• Review and approve journals relating to the database.
• Ensure journals processed on the trial balance reconcile with the database.
• Ensure unallocated deposits are cleared and maintained at minimal levels.
• Ensure the liquor licence fees database is accurate and complete.
• Manage employee performance by ensuring all officials under supervision have signed performance agreements and quarterly performance reviews are conducted.
• Evaluate, monitor and appraise employee performance.
• Ensure staff capacity building and development.
• Promote employee motivation and a culture of high performance.
• Manage leave administration for employees reporting to the position while ensuring operational deadlines are achieved.
• Handle and resolve operational and financial queries.
• Perform additional ad hoc duties as assigned.

Indlela yokuqoka

Apply online through the Gauteng Provincial Government E-Recruitment System at http://jobs.gauteng.gpg.gov.za

Imibuzo: Siphiwe Nhlapho/ Lwandile Phaledi/ Lebohang Molefe at 066 196 6890/079 803 5373/066 196 6917

Amanqaku

Only. Applications must be accompanied by a recently updated Curriculum Vitae (CV), as well as originally certified copies of qualifications and an identity document (copies of certified documents will not be accepted). Certification of documents must not be older than six (6) months. Failure to submit all the required documents will result in the application not being considered. Correspondence will be limited to shortlisted candidates only. If you have not been contacted within three (3) months after the closing date, please accept that your application was unsuccessful. Successful candidates will be subjected to personnel suitability checks, including criminal record checks, citizenship verification, financial/asset record checks, qualification verification, and previous employment verification. All shortlisted candidates shall be subjected to a technical exercise intended to test the relevant technical elements and competencies required for the post. The logistics of the assessment will be communicated to candidates by the Department. In accordance with the Directive on Human Resource Management and Development for Public Service Professionalisation, all shortlisted candidates, including Senior Management Service (SMS) posts, shall undertake two pre- entry assessments. One assessment will be a practical exercise to determine the candidate's suitability based on the technical and generic requirements of the post, while the other assessment will be an integrity (ethical conduct) assessment. In respect of SMS posts only, all shortlisted candidates will be subjected to technical exercise and interview. Following the technical exercise and interview, a maximum of three (3) recommended candidates will undergo a competency-based assessment, including psychometric assessments, to evaluate cognitive capabilities, behavioural preferences, emotional intelligence and integrity. Applicants applying for SMS posts are required to submit proof of completion of the Nyukela Pre-Entry Programme for the Senior Management Service prior to appointment. MANAGEMENT ECHELON