Financial Assistant

About us:

Alliance Media is widely recognized as the pan-African leader in Outdoor and Airport Advertising, having the widest coverage on the African continent, and having been awarded as the best billboard company in Africa. Operation across Africa, with 25 years’ experience, we have been awarded the European Union award for innovative media and the prestigious independent PMR award for “Best Outdoor Advertising Company” in multiple markets for the past ten consecutive years.

About the role:

The Financial Assistant provides the full spectrum of financial accountabilities within the country.

Responsibilities:

Core duties and responsibilities include the following:

1. GENERAL FUNCTIONS:

a. Preparation of files and reports for Management meetings as advised by the COM

b. Legal matters – preparing and maintaining files of legal matters

c. Endeavour to meet disputes with conciliation

d. Having a clear deadline driven process and focus across all areas of execution

e. Weekly submission of country attendance registers and ensuring country staff have lodged leave on ESS

f. Other adhoc duties as and when requested by COM and HQ

g. Ensure all internal control procedures are implemented and standardized group templates are utilised.

2. STRATEGIC AND OPERATIONAL:

a. Manage financial management mechanisms that minimise financial risk

b. Conduct reviews and evaluations for cost-reduction opportunities as guided by the COM

c. Safeguard all company assets on a fixed asset register and ensure that they are well cared for and maintained.

3. FINANCIAL ADMINISTRATION:

1. Operations, Financial Accounting & Reporting:

(Procurement and Accounts Payable)

a. Loading of PRD’s in Orbfusion for review and approval, ensuring that all quotations and supporting documentations have been attached for approval

b. Printing of purchase orders once approved and integrated and send to suppliers

c. Liaise with Procurement should any PRD require pre-funding or deposit

d. Once products are delivered, obtain goods received notes and match these to invoices

e. Ensuring all monthly invoices and statements are received – constant up with stakeholders, i.e. suppliers, operations team, etc.

f. Review of creditor invoices to ensure compliance with VAT and Income Tax legislation

g. Review of creditor invoices to ensure within controls of PRDs, budget and approvals

h. Capturing of supplier invoices into Sage X3 and upload onto eDMS and TEAMS SharePoint

i. Timeous submission of invoices, statements and supporting documentation, i.e. GRN’s, SRN’s (proof of evidences of receipt of goods or services), COC’s, Photobooks, Consumption / Utilization Reports, to AP for reconciliation and preparation of payment

j. Ensure all illumination reports and photobooks for work done, capex and flighting done, is sent through on time to AP for review and approval of supplier payments

k. Monthly review of open PRD and open Orders reports with Procurement

l. Document storage and record maintenance: Scanning and filing – storing the documents in hard copy, in line with country legislation requirements as well as electronic platforms set up by HQ, i.e. Sage eDMS and TEAMS SharePoint

m. Ensure new suppliers complete Vendor Master Form and submit with supporting documentation to Procurement for review and creation in Sage X3

n. Constant supplier maintenance of regular suppliers

o. Maintain strong supplier relationships, manage suppliers, and clear out any queries where applicable

2. Operations, Financial Accounting & Reporting:

(Accounts Receivable)

a. Implementation of debtors’ policy and procedures

b. Ensure invoices are received by clients

c. Handling and resolving in-country debtor queries – in support of the COM & HQ

d. Liaise with in-country debtors for the collection of monies as dictated by AR

e. Participate in the monthly Debtors Review

f. Chase up on clients categorized as per monthly Debtors Review as “Missed / Short Paid”

g. Assist with WHT queries

h. Collection of client cheques

i. Banking of client cheques weekly and sending through proof of same to HQ

j. Countries with EBM Machines – run invoices through the EMB and distribute invoices to all clients for payment

k. Manage sales agency commission payment process:

i. Ensure that the Agent Commission Recon is completed and attached

ii. Ensure that all relevant supporting documentation is attached

iii. Ensure all relevant approvals are obtained for loading of PRD in Orbfusion

iv. Be the main point of contact for queries in this regard

3. Operations, Financial Accounting & Reporting:

(Treasury)

a. Provide Accounts Receivables, daily, with remittance advices, bank deposit analysis and deposit slips, copying Treasury

b. Ensure all cheque payments collected from clients are banked withing 24 hours from collection

c. Manage Petty Cash receipts daily and do not overspend or use petty cash for other purposes, other than for approvals

i. Request petty cash withdrawal from Treasury, using petty cash withdrawal request schedule, after obtaining requests from in-country users and verifying that the petty cash request has an approved Purchase Order (PO) or MPS

ii. Withdraw funds from petty cash based on the approval obtained in a

iii. Clearly document on Petty Cash Voucher (PCV) funds value issued to recipients

iv. Ensure recipient sign the PCV as confirmation that they have received the requested funds

v. Obtain receipts, invoices, OTA returns, casual registers, and any supporting documents from the recipient to whom petty cash was issued

vi. Safekeeping of cash on hand and daily petty cash count

 

4. Operations, Financial Accounting & Reporting:

(Compliance and Statutory)

a. Filing and record keeping is maintained in accordance to country legislation

b. Assistance in the preparation of the VAT and WHT files for submission

c. Implement and ensure compliance with internal financial and accounting policies and procedures

d. Assist Reporting to ensure that all statutory requirements of the organization are met including Withholding Payments (WHT), Income Tax, Goods and Services Tax (VAT), Payroll Tax etc.

e. Collects statements and assessments for all taxes monthly and ensure all local tax affairs are in good order

f. Assist in preparing and providing information and schedules for auditing purposes.

g. Following up on Revenue Authority issues and completing relevant forms for VAT and PAYE

h. Ensure all statutory information is timeously collected from the various governmental bodies and submitted to Reporting and in turn statutory returns are submitted on time.

i. Maintenance of records for Audit Readiness:

 

j. Collection of WHT Claimable Certificates in conjunction with the Compliance and AR Teams WHT Certificates should be collected from clients and filed in a timely fashion ready for audit

k. Timeous issuing of WHT Certificates to suppliers and ensuring application of the same on supplier statements.

5. General Accounting Requirements:

a. Implement financial accounting systems for cash management, accounts payable, accounts receivable, credit control, and petty cash

b. Where required, develop external relationships with appropriate contacts, e.g. auditors, solicitors, bankers and statutory organisations such as the Inland Revenue

c. Fostering effective communication across the business

d. Assist in the budget and audit process

4. OFFICE ADMINISTRATION

a. Be the first point of contact for local business matters

b. Deal with telephonic account queries

c. Handling deliveries – office or operations related

d. Ensure the office and technical infrastructure is managed, to allow each of the staff members time to focus on their primary objectives.

e. Manage orders for basic office consumables and stationery

f. Ensure that all basic office consumable and stationery is monitored and controlled.

g. Ensure the office environment is appropriately maintained, supplies as required for the daily functioning of the office are readily available

h. Supervise administration staff e.g. cleaner / gardener / security to ensure they perform their tasks in line with expectations. There must be clearly set pre-defined daily tasks.

i. Ensure overall security of the office is maximized at all times.

j. Ensure CCTV cameras as tested by HQ IT regularly

k. Manage the front office environment by ensuring appropriate management of guests of the office.

l. Safeguard all company assets on a fixed asset register and ensure that they are well cared for and maintained.