Duties & Responsibilities
KEY PERFORMANCE INDICATORS:

Perform SAP Financial Project Administration
Registration, revision, and closure of projects according to approved Project Establishment Forms. (Check PEC’s are correctly completed, check figures on proposal or order).
Analyse and produce weekly SAP/IFS and Excel Financial reports of project expenditure vs. budget and circulate to the Heads.
When requested, to the relevant CIs for planning and budgeting purposes.
Through analysis, ensure that all revenue and expenditure is processed to the correct GL accounts. Where incorrect postings are identified, investigate and correct through journalisation.
Monitor expenditure vs. budget and adviseManagement and Chief Investigators of projects nearing/exceeded budget.
Establish root cause of incorrect postings and take corrective action to avoid in future incidents.
Perform monthly period-end procedures, and related analytical functions to check any timesheet errors.
Liaise with SBU accountant regarding journals and project queries.
Synchronise project administration across productive SBUs through communication with other Admin Officers.
Liaise with Buyers and assist CI’s regarding quotes for purchasing on projects and load requisitions on SAP once approved.
Follow up with Buyers and Suppliers on Purchase Orders and delivery of goods ordered.
Provide SAP project reports to CI’s and staff when required. Assist with detailed expense queries from SAP reports.
Liaise and co-ordinate with auditors and SBU managers.
Perform SAP Financial Project Billing Process
Enter proposals and sales orders on SAP/IFS ensuring client details & billing plan is correct.
Monitor billing plan and adjust as required based on CI feedback.
Issue invoices after confirmation from CI’s.
Administer & maintain debtors tracking issue list.
Monitor Debtors days.
Remind technical staff to follow up with technical contacts.
Follow up with client financial departments.
Interact with Mintek Finance to obtain pre-payment advise and ensure invoices are cleared timeously.
Prepare & Control of SBU Cost Elements and Budgets
Assist Executive Managers and Heads with budget planning.
Provide financial input to divisions with annual budgeting and regular forecasting for divisional running costs.
Control and monitor the actual expenditure relating to CAPEX against budgeted CAPEX targets as well as handling issues arising from the CAPEX process related to management accounting and project issues.
Assist with business improvement and cost reduction initiatives within the division.
Administer Project Labour Booking Process
Ensure staff enter timesheets on a weekly basis.
Check & approve weekly billable time.
Produce weekly Excel reports of time booked to projects for Management and CI checking.
Facilitate reversal and correction of incorrectly booked time.
Monitor and resolve time booking errors in COFC and CN30 accounts.
Execute and ensure Science Vote invoicing is done on time.
Check time booked to the project budgets before time is approved