We are hiring! Role profile for Bookkeeper
JOB TITLE: BOOKKEEPER
REPORTING TO: Chief Financial Officer
JOB PURPOSE
The Bookkeeper will be responsible for carrying out the day-to-day bookkeeping functions of Constitution Hill Trust (“CHT”) / We The People SA (“WTPSA”) to ensure that organisational and donor funds are managed and accounted for effectively and sustainably.
KEY RESPONSIBILITIES
Accounts payable
• Ensure invoices from suppliers & service providers are received timeously.
• Check invoices for accuracy and reconcile with contracts / approved orders and other supporting documentation (eg quotes and/or delivery notes) to ensure validity of invoices in preparation for payment.
• Ensure Tax Invoices meet the requirements of the VAT Act.
• Obtain relevant managers’ written approval and coding of invoices.
• Check coding of invoices and capture approved invoices on the Sage Accounting financial system.
• File approved invoices and supporting documents on the relevant folder in TEAMS.
• Prepare payment schedules (template will be provided by CFO) at intervals to be decided on by CFO, listing all invoices to be paid and submit the schedule to CFO for authorisation.
• File approved Payment schedules, Proof of Payments and Batch summaries on relevant Payrun folder in TEAMS and email POPs to beneficiaries.
• Liaise with partners / suppliers / service providers to resolve queries.
• Maintain register of debit orders and ensure that the corresponding contracts are filed in the Debit Order folder under the Finance folder in TEAMS and that monthly invoices are received for all debit orders processed against our bank account.
• Maintain the register of contract commitments.
Cash and bank
• Load invoices per the authorised payment schedule on the FNB banking platform.
• Prepare transfer of funds from Call account to Current account to ensure adequate funds in current account to cover the invoices to be paid.
• Ensure bank confirmation of beneficiaries’ bank account details are on file for all payments to be made and load beneficiary bank accounts on the suppliers folder when first payment is made to a supplier.
• Annually request bank confirmations for all beneficiaries in the suppliers folder on FNB and check the bank account details on FNB against bank confirmations.
• Ensure payment batches are timeously released by two approved signatories.
• Monitor bank balances on a weekly basis and in consultation with CFO transfer donations and grants received in current account to the Call account, to maximise interest income.
Sage Accounting
• Load annual operational budget and project budgets.
• Process all receipts, payments, interest and bank charges per the bank statements in Sage Accounting.
• Perform monthly bank reconciliations for all CHT bank accounts.
• Perform monthly reconciliations for control accounts (e.g. PAYE, Medical Aid, Retirement Fund) and other accounts on the Statement of Financial Position.
• Prepare journals as needed, for approval of the CFO
• Prepare invoices to third parties, as instructed by CFO
• Prepare monthly management reports.
General
• Maintain the Fixed Asset register
• Assist CFO with the preparation of financial reports to donors when required, ensuring that they are accurate and timeously prepared/checked and within the deadline supplied.
• Assist with the compilation of budgets as and when required.
• Assist auditors by preparation of recons, extracting supporting documents for payments selected for audit and responding to auditor queries.
• Analyse financial data and information to identify inaccuracies.
• Comply with all Finance, IT and HR policies and procedures.
• Attend relevant meetings and respond to queries from staff.
• Ensure that supporting documents are received from relevant staff members for all Debit card transactions and reconcile the debit card monthly.
Human Resources Management
• Handle payroll tasks, as allocated by the CFO.
• Take ownership and accountability for all deliverables and responsibilities assigned to the Bookkeeper position.
• In consultation with the CFO, identify own training and coaching requirements to achieve optimal performance.
QUALIFICATIONS AND EXPERIENCE
• A diploma, degree or equivalent qualification in Accounting/Bookkeeping.
• At least 3 years Sage Accounting (or similar package) knowledge and experience.
COMPETENCIES
• Proficient in computerised accounting packages.
• Proficiency in MS Office – including Word, Excel and Outlook.
• Excellent English verbal and written communication skills.
• Strong planning and organisation skills.
• Meticulous and able to pay attention to detail.
• Excellent interpersonal skills.
• Able to multi-task and prioritise.
• Self-motivated, a self-starter and able to work with limited supervision.
• Good work ethic.
• Able to use discretion and deal with sensitive information in a confidential and professional manner.
• Able to exercise judgement
• Honesty and integrity.
• Innovative in problem solving.
• Able to work under pressure and meet deadlines.
• Able to use own initiative and take ownership of assigned tasks.
• Good team player.
Application Deadline: 24 January 2025
Apply Now: Email your cover letter, CV and contact details for three referees to [email protected]
