RESPONSIBILITIES:Financial Control:Ensure that all personnel in department adhere to and follow OEM, as well as Policies and ProceduresEnsure all targets and deadlines are metEnsure the monthly reconciliations, including allocations, are up to date and outstanding items cleared timeouslyPreparation of monthly management accountsInstitute and control effective cash flow methods daily, prepare a daily cash flow analysisManagement of cash i.r.o funds transfers to and from all accounts to maximize interest earnedManage an effective collection process for all outstanding moneyComputer System:Have a working knowledge of Microsoft Office, in particular ExcelNecessary daily reportsEnsure the safekeeping and maintenance of the database on the integrity of the financial information on DMSManage the users on the system and ensure passwords are controlled effectivelyStaff Requirements:All staff receives the necessary training to perform their functions efficientlyTrain, assist and motivate all admin staffEnsure that all salary requirements and adjustments are forwarded to the human resources department timeously as per the prescribed cut-off datesAsset Control:Institute and control procedures for safekeeping of assets, e.g. weekly vehicle stock checks etc.Ensure that the fixed assets are correctly recorded on the DMS system and depreciation charges correctly appliedEnsure that you have an extensive understanding of controls for stock take procedure (twice a year) and make yourself available to these times i.e. August and February month endStatutory Returns:All statutory returns to be accurately and timeously completed and submitted, these include VATAt this stage the salary / human resources department is completing returns related to salary deductions / contributionsFIC - Financial intelligence reporting on Section 28 and Section 29 transactions, CTR / CTRA within the prescribed time frame of 48 hours and STR within 4 weeks of the transaction becoming suspiciousAmending / update on the goAML system as and when requiredGeneral Accounting Functions:Preparation of a monthly management account pack, ensuring all balance sheet recons completeMonthly commission sheets completed for all the departments (monies collected prior to commission payment and all late costs accounted for) The commission sheets need to be signed by the Departmental Manager and Dealer PrincipalFloorplan control and timeous settlement of vehicles. Optimization on the interest free units in conjunction with the Sales Manager and ControllerMonthly standard journalsControl of all OEM accounts and follow-up on the outstanding amountsVerifying variable incentives / clawbacks ensure that the variable is in line with the OEM bulletin and signed off by the relevant Departmental Manager and Dealer PrincipalSTATS SA submissions are completedFICFinancial reporting - JLRSABudgets:Initial preparation of budget in conjunction with Line Managers and submit to Group Financial Manager every quarterFinal review and completion with Dealer PrincipalAssist with presentation and review process to managementAuditors:Close co-operation with auditor's requestsYear-end financial pack presentation to be ready for audit processPosting of final year end journal entries on completion of annual financial statements to balance back to Auditor Trial BalanceLeave:Leave cannot be taken over the financial year end i.e. for the month of February and until final year end reconciliations are completedEvery effort must be made to try and ensure you are not on leave over any month endLeave pay commission and leave bonusses are kept in a separate journal to track the leave pay commission already paid out and the average amount that is still due to the employeesMonthly leave audit meeting to be held to ensure that leave has been allocated correctlyBBBEE:All functions pertaining to the completion of the BBBEE Pack (procurement, CSI, ED, SED, Skills)
