Deputy Director: IFMS Operations

Purpose of the Role

• To manage the Chief Directorate's budget, assets, financial administration and reporting functions, and to manage the sub-directorate by developing, reviewing and implementing financial accounting systems and procedures in line with relevant legislation, regulations, frameworks and departmental policies.

Qualification/s Requirements

• A Grade 12 is required coupled with a minimum National Diploma equivalent to NQF level 6 in Accounting or Financial Management;
• A Bachelor's degree equivalent to NQF level 7 in any of the above disciplines is an added advantage;
• A minimum 4 years' experience of which 2 years should be on an Assistant Director level or equivalent obtained financial systems;
• Strong knowledge of transversal financial systems such as BAS, LOGIS or PERSAL, analytical skills, and leadership capabilities;
• Knowledge of Public sector MTEF Process;
• Knowledge of Budgeting preparation and analysis; and
• Knowledge of Microsoft Office especially for Excel.

Key Performance Areas

Budget Management, Monitoring and Control

• Prepare and monitor operational and capital budgets, with chief directorate management;
• Compile, coordinate and support the management of the original and adjustment budgets, and provide MTEF input and consolidate inputs for compilation of Estimates of National Expenditure ENE;
• Assist in maintaining projected estimates, schedules, and baselines;
• Liaise with service providers, internal stakeholders and relevant government departments on budget, financial administration and related operational matters;
• Review monthly reports and investigate fluctuations;
• Coordinate and consolidate inputs for monthly, quarterly and annual budget performance reports; and
• Provide budget advisory support to management and ensure alignment between operational plans, procurement plans and available funds.

Expenditure Control and Payments

• Manage expenditure control, maintain financial records and supporting schedules, and prepare monthly cash flow and reconciliation reports;
• Review, verify, amend and consolidate expenditure-related payment submissions, including consultant rate cards, service provider invoices, software license fees, other payment requests and supporting documents;
• Manage cash flow and provide early warning reports on variances from planned expenditure;
• Maintain expenditure schedules and payment tracking records;
• Monitor cash flow and spending against approved allocations;
• Prepare monthly reconciliation, cash flow and expenditure reports;
• Process journals and address expenditure variances;
• Ensure compliance with financial prescripts and procedures; and
• Provide advice and guidance on expenditure control and payment procedures.

Asset Management and Administration

• Quarterly updating of Asset Management Register of the Unit and recommend goods for disposal;
• Ensure compliance to the PFMA and Treasury Regulations;
• Reconcile asset register with Finance and/or National Treasury assets department;
• Coordinate the verification, movement and safeguarding of assets assigned to the unit; and
• Monitor asset losses, transfers and disposals and ensure supporting documentation is complete and submitted timeously.

Financial Management and Reporting

• Manage and coordinate financial administration activities in support of the Chief Directorate's operational and strategic priorities;
• Analyse expenditure, commitments and available funds to support accurate financial planning and decision-making;
• Coordinate the preparation and submission of monthly, quarterly and annual financial reports for management consideration;
• Review reconciliations, supporting schedules and financial records to ensure completeness, accuracy and audit readiness;
• Monitor compliance with the PFMA, Treasury Regulations, departmental policies and applicable financial prescripts;
• Identify financial risks, control weaknesses and reporting discrepancies and recommend corrective measures; and
• Provide financial advice, guidance and support to managers, internal stakeholders and relevant governance structures.

Resource Administration and Facility Management

• General office administration management which includes fleet management, messenger services, office assistance, refreshments co-ordination, stationery requests and other procurement requests VAS 2's;
• Management of performance and development;
• Undertake general people management of subordinates which includes management of performance agreements, reviews, evaluations and other administrative functions of the sub-directorate;
• Establish, implement and maintain efficient and effective communication arrangements;
• Compile and submit all required administrative reports;
• Quality control of work delivered by employees; and
• Plan and allocate work, manage leave and attendance, and ensure effective utilisation of human, financial and physical resources.