Job Description:

• The School of Accounting is actively recruiting for a Financial & Operations Manager to manage the finances and operations in the School of Accounting and Department of Accountancy. Set within a fast-paced environment, this role demands outstanding planning and organisational skills in rendering excellent support conducive to an environment fit for excellence in teaching and learning.

Responsibilities:

The incumbent must be a dynamic, flexible, and self-motivated person who will provide inter alia the following services:

Timeous Payment of Temporary Staff:

• Management, overseeing of the temp appointments, independent contractors and claims for budget and non-budget cost centres.
• Projection of temporary contract expenses to ensure max budget utilisation.
• Management and amendment of individual temporary contract budgets where necessary.
• Reconciliation of appointments and claims captured and pay-run reports.
• Liaise with HR and payroll concerning administration of temporary salaries and claims.
• Budget management of temporary salary accounts.

Effective Budgeting and Budget Utilisation:

• Manage the budget process, prepare the budget according to strategy, capture and submit.
• Monitor, analyse and interpret expenditure against budget and/or funding and advise on both strategic and prudent budget maintenance.
• Liaise with all relevant stakeholders relating to budgeting and proper utilisation and forecasting of such.
• Manage and oversee budget control.
• Ensure appropriate budgeting for capital expenditure.
• Continuous liaison with procurement regarding expenditure.
• Ensure effective utilisation of the budget.

Financial Management and Reporting:

• Manage budget and year-end reports for Short Learning Programmes (SLP).
• Maintain and ring-fence cost centres according to strategy.
• Forecasting and budgeting for UJ levies on non-subsidised course income.
• Financial projection of extra-curricular and ad-hoc revenue and expenses (budget and non-budget cost centres) and revenue, including temporary appointment contracts.

Operational Finance – manage expenditure prudently:

• Maintain, approve and check funds and accounts allocation of expenditures within approved budget.
• Ensure maximum utilisation of budget and ensuring cash flow availability.
• Manage loss of UJ property, insurance & procurement of necessary replacement items.
• Manage journal requests.
• Manage and oversee I-expenses.
• Manage invoice requests.
• Manage procurement of non-catalogue items for budget and non-budget cost centres.
• Manage purchasing/replacement of computing equipment.

Infrastructure Management:

• Manage return of assets to stores after expiry of warranties / useful lifespan.
• Project manage space alterations and office allocations.
• Manage asset register.
• Liaising with UJ asset officers concerning University asset register and queries.
• General administration & assistance relating to operational matters.

Presentable and Compliant Offices:

• Ensure a clean and workable environment within the space.
• Ensure that the space is compliant with Protection Services rules and regulations, communication channels.

Governance and Compliance:

• Implement and maintain systems in line with governance principles to ensure compliance.
• Monitor validity of expenditure against UJ policies and procedures and engage with relevant stakeholders on deviations and implications with appropriate compliance recommendations.
• Conduct operations compliant with governance and internal policies.
• Ensure compliance with Health and Safety regulations.

Reduce or Mitigate Risks:

• Ensure staff are trained and competent in the roles and responsibilities affiliated to disaster management and continuity.
• Assist with compiling and updating risk registers.
• Assist in minimising risk factors.
• Ensure compliance in budget expenditure.

Human Resources Management:

• Assisting with the on-boarding of new staff members.
• Manage and oversee temporary support staff.
• Assist staff members with basic HR queries.

Relationship Management:

• Customer relationship management, advising of management team on operations.

Minimum requirements

• A relevant Degree (NQF 7) or equivalent qualification.
• Three (3) to five (5) years of relevant job-related experience.
• Computer Literacy with proven knowledge of Microsoft Office Package (Word, Excel, PowerPoint), electronic document and records management system, Internet, and email.
• Good knowledge and experience of general management and office administration, financial management, project management, etc.
• Experience in managing and leading subordinates.

Competencies and Behavioural Attributes:

• Leadership skills.
• Problem solving, critical thinking and analytical skills.
• Budget analysis and management, with strong financial acumen.
• Collaborative and team working skills.
• Operational management.
• High ethical standard.
• Confidentiality.
• Attention to detail.
• Taking responsibility.
• Strong organisational and communication skills.