Annexure A(1)


Job profile for an:
Accountant
Administration Officer

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ACCOUNTANT
LRP 6

JOB PROFILE

JOB TITLE: ACCOUNTANT

BRANCH/MISSION: LRP 6


BUSINESS UNIT: MISSION

JOB PURPOSE:

Preparation of monthly financial reports and day to day management of expenditure and receipts in accordance with the financial regulations and assists with the annual estimates for the budget (MTEF)

1. UNIQUE RESPONSIBILITIES

1.1 KEY RESULTS AREAS:

KRA 1: PREPARATION OF MONTHLY EXPENDITURE REPORTS, INCLUDING
RECONCILIATION AND CASHBOOK STATEMENTS
KRA 2: PREPARATION OF PAYMENT
KRA 3: PETTY CASH DISBURSEMENTS AND REPLESHIMENTS
KRA 4: CREATE AND MAINTAIN FILES
KRA 5: MAINTAIN WORKING RELATIONSHIPS
KRA 6: SUPERVISE ACCOUNTS CLERK
KRA 7: SERVICE DELIVERY (BATHO PELE)

1.2 JOB SPECIFIC COMPETENCIES

3. GENERIC COMPETENCIES

3.1 SKILLS
• Diplomacy
• Networking
• Communication
• Negotiation
• Problem-solving
• Computer
• Language proficiency

3.2 MANAGEMENT AND LEADERSHIP
• Participative management
• Planning and organising
• Project management

3.3 BEHAVIORAL ATTRIBUTES
• Adaptability
• Insight
• Conceptualisation
• Analytical thinking
• Actualisation
• Sense of urgency
• Initiative
4. OTHER REQUIREMENTS
• Relevant post-school qualification. PLUS 5 year experience in an administrative, financial or managerial capacity. Must be computer literate

1. UNIQUE RESPONSIBILITIES

1.1 KEY RESULTS AREAS

KRA 1: PREPARATION OF MONTHLY EXPENDITURE REPORTS, INCLUDING RECONCILIATION AND CASHBOOK STATEMENTS

Outcome:
Prepared and maintained monthly reports

1. Posting of expenditure vouchers into system
2. Posting of receipt vouchers into system
3. Checking expenditure vouchers and receipts against bank statements
4. Posting of monthly expenditure per item to monthly expenditure report


KRA 2: PREPARATION OF PAYMENT

Outcome:
Prepared and maintained monthly reports

1. Check invoices and supporting documents and prepare for payment on expenditure voucher and other appropriate forms
2. Prepare expenditure voucher by checking invoices to ensure that goods or service have been specified correctly in relation to costs
3. Checking reimbursement claims to ensure that they are correct and in accordance with policy (admin code and financial regulations), and prepare for payment
4. Calculate and prepare all LRP staff salaries including fringe benefits and overtime on requisite formats
5. Prepare transfer note for bank with respect to transferred officials allowances as per Head Office payment advice

KRA 3: PETTY CASH DISBURSEMENTS AND REPLESHIMENTS

Outcome:
Balanced Petty Cash

1. Check claims against allowances
2. Create and keep records to verify transactions
3. Safekeeping of cash and records

KRA 4: CREATE AND MAINTAIN FILES

Outcome:
Accurate data information

1. Accessible and up to date information
2. Prepare and maintain information of transferred officials monthly expenditure on entertainment, rent, electricity/gas/water, school fees and medical expenditures
3. Create file on freight concessions

KRA 5: MAINTAIN WORKING RELATIONSHIPS

Outcome:
Effective working relations

1. Good relations maintained with appropriate personnel that service the mission as well as representatives of local government (as supervised by Head of Management)
2. By communicating telephonically, or otherwise, the mission’s gratitude when necessary
3. Negotiating better service when necessary

KRA 6: SUPERVISE ACCOUNTS CLERK

Outcome:
Effective supervisory skills

1. Teamwork to get job done properly
2. Assigning work according to priorities
3. By establishing quality standards (effective, efficient and economic use of resources)
4. By reviewing work for accuracy

KRA 7: SERVICE DELIVERY (BATHO PELE)

Outcome:
Satisfied customers

1. Participate in the development of service delivery standards.
2. Continuously measure own service delivery against service delivery standards.
3. Take action to improve own service delivery to meet or exceed service delivery standards; make recommendations to changes in work procedures; implement corrective action processes.
4. Understand, acceptance and apply the Batho Pele service delivery principle (e g courtesy, openness, transparency) in own day-to-day work; make excellence in service delivery a way of life.
5. Give immediate attention to customer complaints and queries; handle complaints and queries in a way that will ensure that problems do not reoccur.

1.2 JOB SPECIFIC COMPETENCIES

1. Math/calculator skills
2. Attention to detail
3. Analytical skills
4. Planning and organizational skills
5. Communication skills
6. Cooperation
7. Understanding the mission business plan
8. Computer literacy

3. GENERIC COMPETENCIES

3.1 SKILLS

• DIPLOMACY

Conduct relations with other nations and international bodies in accordance with South Africa’s foreign policy.

• NETWORKING

1. Identify key contacts across the spectrum of operation.
2. Open up communication channels with key contacts.
3. Lobby to obtain support for policy stances.

• COMMUNICATION

Communicate clearly, concisely and effectively with people on all levels, internally and externally.

• COMPUTER SKILLS

1. Demonstrate adequate proficiency with regards to communication systems.

• NEGOTIATION

Demonstrate effective negotiating capability.

• PROBLEM SOLVING SKILLS

Demonstrate an analytical approach and practicality as regards outcomes.

• LANGUAGE PROFICIENCY

1. Demonstrate the ability to effectively convey and appreciate work-related concepts in the language in question.

3.2 MANAGEMENT AND LEADERSHIP COMPETENCIES

• PARTICIPATIVE MANAGEMENT

1. Demonstrate the ability to utilise team leadership skills to achieve results.

• PLANNING AND ORGANISING

1. Demonstrate the ability to identify and prioritise goals, and measures to attain them.

• PROJECT MANAGEMENT

1. Demonstrate the ability to drive and monitor efforts towards the successful completion of a project.

3.3 BEHAVIORAL ATTRIBUTES

• ADAPTABILITY

1. Demonstrate the ability to function effectively in diverse conditions.

• INSIGHT

1. Demonstrate then ability to understand and act upon one’s appreciation of factors relevant to one’s circumstances.

• CONCEPTUALISATION

1. Demonstrate the ability to visualise and order concepts in the understanding of the wider reality.

• ANALYTICAL THINKING

1. Demonstrate the ability to extrapolate consequences or determine a desired outcome.

• ACTUALISATION

1. Demonstrate the ability to affect a desired outcome in one’s own circumstances or environment.

• SENSE OF URGENCY

1. Demonstrate the ability to order priorities and meet requirements related to time.

• INITIATIVE

1. Demonstrate the propensity for self-generated activity, based on perceived needs or consequences.




ADMINISTRATION OFFCER
LRP6

JOB PROFILE

JOB TITLE: ADMINISTRATIVE OFFICER

BRANCH/MISSION: LRP 6

BUSINESS UNIT: MISSION

JOB PURPOSE:

Timely and effective co-ordination of office and administrative support in order that the mission operates efficiently

1 UNIQUE RESPONSIBILITIES

1.1 KEY RESULTS AREAS:

KRA 1: BUDGETS
KRA 2: INVENTORIES AND STOCK CONTROL, RECEIVING, PURCHASE AND REPAIR,
CLEANING OR RESTORATION
KRA 3: OFFICE ADMINISTRATION AND HUMAN RESOURCES MATTERS
KRA 4: CONSULAR DUTIES
KRA 5: SERVICE DELIVERY (BATHO PELE)

JOB SPECIFIC COMPETENCIES

2. GENERIC ASSESSMENT FACTORS (GAF):
• JOB KNOWLEDGE AND SKILL
• WORK OUTPUT
• COMMUNICATION
• CLIENT SERVICE FOCUS
• SUPERVISION PROVIDED
3.1 SKILLS
• Diplomacy
• Networking
• Communication
• Negotiation
• Problem-solving
• Computer
• Language proficiency

1.2 MANAGEMENT AND LEADERSHIP
• Participative management
• Planning and organising
• Project management

3.3 BEHAVIORAL ATTRIBUTES
• Adaptability
• Insight
• Conceptualisation
• Analytical thinking
• Actualisation
• Sense of urgency
• Initiative
4. OTHER REQUIREMENTS
• A relevant post-school qualification plus 5 years experience in an administrative, financial or managerial capacity. The candidate must be computer literate


1. UNIQUE RESPONSIBILITIES

1.1 KEY RESULTS AREAS

KRA 1: BUDGETS

Outcome:
Guidelines against which to measure outcome

1. Prepares annual budget, motivations and provides estimates for repairs or other project type work
2. Keeps accounts and lists of supplies, landlords etc
3. Monitors expenditure and reports on it
4. Monitors contractual / lease obligations

KRA 2: INVENTORIES AND STOCK CONTROL, RECEIVING, PURCHASE AND REPAIR, CLEANING OR RESTORATION

Outcome:
Specialised and diverse administrative support work relating to residence and office furniture, soft furnishings, artwork, equipment stocks and supplies:

1. Finds the most appropriate and cost-effective way of repairing and/or moving goods
2. Prepares goods for dispatch
3. Communicates with carriers such as road, rail, air and sea companies
4. Prepare quotations and invoices
5. Confirms transport arrangements
6. Completes import/export or related documentation such as Bills of Lading
7. Liases with international freight forwarders to arrange pick up and delivery of goods
8. Advise clients of the costs of transporting goods and of the arrangements that have been made
9. Records movement and placement of goods while they are in transit
10. Checks incoming goods against documents
11. Keeps records of goods dispatched and received
12. Clears goods through customs
13. Arranges insurance for goods, and the payment of duties and taxes
14. Receives and unpacks incoming goods (ranging from office furniture and fittings to furniture and soft furnishings for the Official Residence/s)
15. Checks the quantity and quality of delivered goods
16. Receives orders for goods
17. May ask other staff to pack the goods
18. Checks that the correct goods are packed
19. Sends out goods for repairs, transfer of location or disposal
20. Keeps records of stocks and orders more
21. Checks invoices for goods and keep records up to date on a computer
22. Answers written and telephone enquiries and complaints
23. Liases, selects and monitors delivery, repair companies, other suppliers and liases with internal customers
24. Check-in and check-out of all officials residences when they move in or out of their homes. Reports on state and condition of home and inventories

KRA 3: OFFICE ADMINISTRATION AND HUMAN RESOURCES MATTERS

Outcome:
Advised department heads and executes administrative policies

1. Involved in the recruitment and selection and termination of staff
2. May supervise Administration Clerk, Messengers, Cleaners, Security, and Switchboard and Maintenance staff. May be asked to fill in for colleagues while away or on leave
3. Keeps accounts and lists of supplies
4. Maintains stock levels, e.g. of linen, cleaning products and equipment
5. Assist with buying of supplies and new furnishings
6. Completes administrative tasks, including budgets, signing payrolls or writing job descriptions
7. May attend meetings with other staff members
8. Keep personnel files updated
9. Advises on local legislation
10. Types or prepares documents, translates and interprets, proofreads and corrects as needed

KRA 4: CONSULAR DUTIES

Outcome:
May fill in for Consular Officer

1. Needs to be au fait with all consular business, e.g. visa applications, study and work permits and immigration issues etc

KRA 5: SERVICE DELIVERY (BATHO PELE)

Outcome:
Satisfied customers

1. Participate in the development of service delivery standards.
2. Continuously measure own service delivery against service delivery standards.
3. Take action to improve own service delivery to meet or exceed service delivery standards; make recommendations to changes in work procedures; implement corrective action processes.
4. Understand, acceptance and apply the Batho Pele service delivery principle (e g courtesy, openness, transparency) in own day-to-day work; make excellence in service delivery a way of life.
5. Give immediate attention to customer complaints and queries; handle complaints and queries in a way that will ensure that problems do not reoccur

1.3 JOB SPECIFIC COMPETENCIES

1. Adheres to the Public and Finance Management Act (No. 1 of 1999) and Treasury regulations
2. Knowledge of conventions and protocols (proper format for documents etc)
3. Computer literacy (software and hardware) MSOffice™ suite of programmes such as MS Word, MS Excel, use of Internet search
4. Telephone skills (technical and interpersonal)
5. Operate and maintain office equipment skills (switchboard, fax, photocopier, scanner, printers & shredding
6. Driving skills
7. Communication skills
8. Language skills
9. Translation and interpretation skills
10. Project management skills
11. Organising skills
12. Controlling skills (resources, time)
13. Time management skills (prioritising skills)
14. Understanding the Mission’s business plan
15. Able to manage the function / department
16. Mentors and coaches subordinates
17. Apply safety and security housekeeping

2. GENERIC ASSESSMENT FACTORS (GAF)

2.1 JOB KNOWLEDGE AND SKILL

Outcome:
Knowledge, skill and understanding of all phases of the job and closely related matters

1. Has a good average working knowledge of the job is able to perform most tasks.
2. Has comprehensive knowledge of Policy & Practices.
3. Shows ability to learn & apply new knowledge & information.
4. Requires little direct supervision

2.2 WORK OUTPUT

Outcome:
The accuracy, thoroughness and amount of work produced in relation to required standards

1. Steady and willing producer.
2. Regularly meets recognised standards
3. Work needs very little checking.
4. Accuracy & detail levels of work acceptable

2.3 COMMUNICATION

Outcome:
Giving out information and ideas in a clear and concise manner, including the requirement to inform and to persuade

1. Expresses self well verbally & in writing on routine /familiar issues
2. Tries to ensure that all relevant/required information is included in the communication.
3. Is usually prompt with response communication

2.4 CLIENT SERVICE FOCUS

Outcome:
Making clients and their needs a primary focus of work and actions. This includes clients that are both internal and external to the Public Service

1. Includes client service as a factor in creating KRA outputs.
2. Is concerned about response time to clients.
3. Is mostly concerned with clients with whom visual contact is made in the job.
4. Make clear attempts to support Batho Pele requirements

2.5 SUPERVISION PROVIDED

Outcome:
Ability to guide, manage, motivate and develop subordinates so as to achieve maximum results

1. An effective supervisor that clearly obtains respect and support of subordinates
2. Demonstrates clear ability to motivate.
3. Willing to take action in cases of poor performance.
4. Performance Agreements & Work Plans exist for subordinates

3. GENERIC COMPETENCIES

3.1 SKILLS

• DIPLOMACY

1. Conduct relations with other nations and international bodies in accordance with South Africa’s foreign policy.

• NETWORKING

3 Identify key contacts across the spectrum of operation.
4 Open up communication channels with key contacts.
5 Lobby to obtain support for policy stances.

• COMMUNICATION

1. Communicate clearly, concisely and effectively with people on all levels, internally and externally.

• COMPUTER SKILLS

2. Demonstrate adequate proficiency with regards to communication systems.

• NEGOTIATION

1. Demonstrate effective negotiating capability.

• PROBLEM SOLVING SKILLS

1. Demonstrate an analytical approach and practicality as regards outcomes.

• LANGUAGE PROFICIENCY

2. Demonstrate the ability to effectively convey and appreciate work-related concepts in the language in question.

3.2 MANAGEMENT AND LEADERSHIP COMPETENCIES

• PARTICIPATIVE MANAGEMENT

2. Demonstrate the ability to utilise team leadership skills to achieve results.

• PLANNING AND ORGANISING

2. Demonstrate the ability to identify and prioritise goals, and measures to attain them.

• PROJECT MANAGEMENT

2. Demonstrate the ability to drive and monitor efforts towards the successful completion of a project.

3.3 BEHAVIORAL ATTRIBUTES

• ADAPTABILITY

2. Demonstrate the ability to function effectively in diverse conditions.

• INSIGHT

2. Demonstrate then ability to understand and act upon one’s appreciation of factors relevant to one’s circumstances.

• CONCEPTUALISATION

2. Demonstrate the ability to visualise and order concepts in the understanding of the wider reality.

• ANALYTICAL THINKING

2. Demonstrate the ability to extrapolate consequences or determine a desired outcome.

• ACTUALISATION

2. Demonstrate the ability to affect a desired outcome in one’s own circumstances or environment.

• SENSE OF URGENCY

2. Demonstrate the ability to order priorities and meet requirements related to time.

• INITIATIVE

2. Demonstrate the propensity for self-generated activity, based on perceived needs or consequences.