Office Manager Planet Finance Southern Africa M/F PlaNet Finance Cape Town, South Africa
PlaNet Finance
PlaNet Finance's mission is to help poor people develop income generating activities, in order to sustainably improve their living conditions. PlaNet Finance has a worldwide Network of 122 experts and is active in about 50 countries. It offers advisory services and technical assistance to microfinance actors so as to improve their financial and social performance as well as supporting microentrepreneurs in their endeavours.
PlaNet Finance also contributes to the improvement of knowledge and spreading of good practices in microfinance. PlaNet Finance is member of the PlaNet Finance Group.
www.planetfinance.org
www.planetfinancegroup.org
Purpose
1. To implement the administrative processes of the office
2. To define and update the administrative and financial procedures of the office
3. To facilitate the management of Human Resources
4. To implement the accounting processes of the office
5. To ensure legal, regulatory and fiscal compliance
6. To manage the administrative requirements of projects, facilitate projects budgeting and ensure follow up
Assignments
1. OFFICE ADMINISTRATION (support from volunteer) – 40%
Implement the administrative processes of the office
? Managing staff missions logistics (e.g. travel bookings)
? Manage procurement and payment processes
? Manage the day to day relationship with local suppliers
? Ensure compliance with the procurement policies of PlaNet Finance and donors. Before any disbursement, check contract compliance and receipting
? Control preparation of cheques and payments
? Manage petty cash account
? Manage overheads and recurring expenses
? Manage the day to day relationship with PlaNet Finance international head office's administration and finance department regarding payments
2. PROCEDURES (with support from volunteer) - 20%
Define and update the internal administrative and financial procedures of the office
? Organise the office's administration and finance unit in collaboration with the Executive Director (ED)
? Define the Administrative and Financial Procedures Manual of the office in accordance with policies defined by head office
? Update these procedures when required
3. HUMAN RESOURCES (not delegated) – 20%
Facilitate the management of Human Resources
? Support recruitment of new staff: draft job descriptions and job offers, circulate offers in relevant media and draft work contracts in coordination with PlaNet Finance's team in South Africa and in head office
? Ensure the integration of new staff
? Facilitate application for and renewal of work visas for the team
? Monitor Leave and Expenses accounts for the staff
? Design and implement the office's risk management policy and the personnel security plan: draft the office's security manual and monitor compliance to the security policy
? Select appropriate insurance for personnel and work premises
? Coordinate with local authorities for payment of taxes (Social Insurance, Income tax, etc.)
4. ACCOUNTING (support from book keeper) AND CASH FLOW MANAGEMENT – 10%
Implement the accounting processes of the office
? Manage client and donor billing, payment follow-up and filing
? Update Expenditures and Receipts ledger
? Keep journal entries and accounting books up to date
? Carry out regular bank reconciliations
? Manage office's fixed assets and stock
? Prepare for financial audits
? Implement the financial processes of the office
? Plan and update office cash flow with regard to contracts and budgets
? Liaise with head office in respect of cash flow requirements for the office
? Manage the day to day relationship with the bank
5. COMPLIANCE (not delegated) – 5%
Ensure legal, regulatory and fiscal compliance
? Manage the logistics for the establishment of PlaNet Finance in South Africa and ensure compliance of the office's legal status
? Maintain the legal and fiscal compliance of the office, incl. governance of the local entity
6. PROJECT ADMINISTRATION (support from volunteer) – 5%
Manage the administrative requirements of projects, facilitate projects budgeting and ensure follow up
? Analyse funder contracts, design FCOs’ Admin Compliance Plan (incl. receipts filing method) and create funder/project admin file
? Assist in project budgeting and monitor compliance with PlaNet Finance financial policies
? Follow up on project budgets and regularly reconcile actual expenses with the project officer
? Supervise the preparation of audit missions and the provision to auditors of all documents required for the missions
Organization Chart
The Office Manager will report to the PlaNet Finance Southern Africa's Director. He/she will have to report regularly to PlaNet Finance international head office's administrative and finance department in Paris.
Qualifications
• Graduation: B tech, National Diploma, bachelor in business administration, accounting
• Reads, writes, speaks French and English
• Experience: between 1 year to 3 years
• Rigorous
• Attention to detail
• Organised, ability to prioritise and manage time effectively
• Autonomous
• Demonstrated quantitative skills
• Excellent knowledge of Microsoft Office software (Excel)
• High level of personal integrity
• Ideally, some knowledge/experience of European Commission audit procedures
Conditions
• Status : VSI (French law contract)
• Duration : 12 month minimum
• Indemnity : based on PF scale
• For VSI, expenses and insurance related to travelling from country of residence to Cape Town are covered.
• Location: PlaNet Finance South Africa, Cape Town
• Documents to be sent : CV + Motivation letter
• Contact : Aurore Kasprzak: recrut@planetfinance.org
PlaNet Finance's mission is to help poor people develop income generating activities, in order to sustainably improve their living conditions. PlaNet Finance has a worldwide Network of 122 experts and is active in about 50 countries. It offers advisory services and technical assistance to microfinance actors so as to improve their financial and social performance as well as supporting microentrepreneurs in their endeavours.
PlaNet Finance also contributes to the improvement of knowledge and spreading of good practices in microfinance. PlaNet Finance is member of the PlaNet Finance Group.
www.planetfinance.org
www.planetfinancegroup.org
Purpose
1. To implement the administrative processes of the office
2. To define and update the administrative and financial procedures of the office
3. To facilitate the management of Human Resources
4. To implement the accounting processes of the office
5. To ensure legal, regulatory and fiscal compliance
6. To manage the administrative requirements of projects, facilitate projects budgeting and ensure follow up
Assignments
1. OFFICE ADMINISTRATION (support from volunteer) – 40%
Implement the administrative processes of the office
? Managing staff missions logistics (e.g. travel bookings)
? Manage procurement and payment processes
? Manage the day to day relationship with local suppliers
? Ensure compliance with the procurement policies of PlaNet Finance and donors. Before any disbursement, check contract compliance and receipting
? Control preparation of cheques and payments
? Manage petty cash account
? Manage overheads and recurring expenses
? Manage the day to day relationship with PlaNet Finance international head office's administration and finance department regarding payments
2. PROCEDURES (with support from volunteer) - 20%
Define and update the internal administrative and financial procedures of the office
? Organise the office's administration and finance unit in collaboration with the Executive Director (ED)
? Define the Administrative and Financial Procedures Manual of the office in accordance with policies defined by head office
? Update these procedures when required
3. HUMAN RESOURCES (not delegated) – 20%
Facilitate the management of Human Resources
? Support recruitment of new staff: draft job descriptions and job offers, circulate offers in relevant media and draft work contracts in coordination with PlaNet Finance's team in South Africa and in head office
? Ensure the integration of new staff
? Facilitate application for and renewal of work visas for the team
? Monitor Leave and Expenses accounts for the staff
? Design and implement the office's risk management policy and the personnel security plan: draft the office's security manual and monitor compliance to the security policy
? Select appropriate insurance for personnel and work premises
? Coordinate with local authorities for payment of taxes (Social Insurance, Income tax, etc.)
4. ACCOUNTING (support from book keeper) AND CASH FLOW MANAGEMENT – 10%
Implement the accounting processes of the office
? Manage client and donor billing, payment follow-up and filing
? Update Expenditures and Receipts ledger
? Keep journal entries and accounting books up to date
? Carry out regular bank reconciliations
? Manage office's fixed assets and stock
? Prepare for financial audits
? Implement the financial processes of the office
? Plan and update office cash flow with regard to contracts and budgets
? Liaise with head office in respect of cash flow requirements for the office
? Manage the day to day relationship with the bank
5. COMPLIANCE (not delegated) – 5%
Ensure legal, regulatory and fiscal compliance
? Manage the logistics for the establishment of PlaNet Finance in South Africa and ensure compliance of the office's legal status
? Maintain the legal and fiscal compliance of the office, incl. governance of the local entity
6. PROJECT ADMINISTRATION (support from volunteer) – 5%
Manage the administrative requirements of projects, facilitate projects budgeting and ensure follow up
? Analyse funder contracts, design FCOs’ Admin Compliance Plan (incl. receipts filing method) and create funder/project admin file
? Assist in project budgeting and monitor compliance with PlaNet Finance financial policies
? Follow up on project budgets and regularly reconcile actual expenses with the project officer
? Supervise the preparation of audit missions and the provision to auditors of all documents required for the missions
Organization Chart
The Office Manager will report to the PlaNet Finance Southern Africa's Director. He/she will have to report regularly to PlaNet Finance international head office's administrative and finance department in Paris.
Qualifications
• Graduation: B tech, National Diploma, bachelor in business administration, accounting
• Reads, writes, speaks French and English
• Experience: between 1 year to 3 years
• Rigorous
• Attention to detail
• Organised, ability to prioritise and manage time effectively
• Autonomous
• Demonstrated quantitative skills
• Excellent knowledge of Microsoft Office software (Excel)
• High level of personal integrity
• Ideally, some knowledge/experience of European Commission audit procedures
Conditions
• Status : VSI (French law contract)
• Duration : 12 month minimum
• Indemnity : based on PF scale
• For VSI, expenses and insurance related to travelling from country of residence to Cape Town are covered.
• Location: PlaNet Finance South Africa, Cape Town
• Documents to be sent : CV + Motivation letter
• Contact : Aurore Kasprzak: recrut@planetfinance.org
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