Assistant Finance Manager

SUMMARY:

1. Position Purpose

 
The Assistant Finance Manager supports the Finance Manager in ensuring the effective, accurate and timely management of all financial and accounting functions at the Safari Lodge.
 
The role is responsible for assisting with financial controls, reconciliations, reporting, accounts payable and receivable, cash management, stock and cost control, payroll support, budgeting and general financial administration.
 
Working within a luxury five-star safari lodge environment, the Assistant Finance Manager must maintain a high level of accuracy, confidentiality and integrity while supporting the operational departments and ensuring that financial procedures and controls are consistently followed.
 

1. Key Responsibilities
2. Financial Administration & Accounting

Assist with the day-to-day financial operations of the lodge.
Capture and process financial transactions accurately and timeously.
Maintain accurate accounting records and supporting documentation.
Assist with month-end and year-end financial procedures.
Prepare and process journals as required.
Assist with accruals, prepayments and other month-end adjustments.
Ensure all financial documentation is properly filed and readily available for audit purposes.
Identify and report financial discrepancies, irregularities or potential risks to the Finance Manager.
 

1. Accounts Payable

Process supplier invoices and ensure they are appropriately authorised.
Verify invoices against purchase orders, delivery notes and supporting documentation.
Ensure supplier accounts are accurately reconciled.
Assist with weekly and monthly payment preparations.
Monitor outstanding supplier invoices and queries.
Maintain professional relationships with suppliers.
 

1. Accounts Receivable & Debtors

Assist with the accurate invoicing of guests, agents, companies and other accounts.
Monitor outstanding balances and follow up on overdue accounts.
Allocate payments accurately.
Reconcile debtor accounts.
Investigate and resolve discrepancies promptly.
Assist the Finance Manager with monthly debtor reporting.
 

1. Banking & Cash Management

Assist with daily banking and cash-up procedures.
Reconcile bank accounts and investigate variances.
Monitor cash handling procedures across the lodge.
Ensure cash-up documentation is accurate and complete.
Assist with petty cash management and reconciliations.
Ensure all cash handling complies with company controls and procedures.
 

1. Stock & Cost Control

Assist with stock counts across relevant lodge departments.
Monitor stock movements and investigate variances.
Assist with food, beverage, housekeeping and operational cost control.
Ensure stock sheets and supporting documentation are completed accurately.
Assist in identifying wastage, losses or unusual variances.
Work closely with the Executive Chef, Food & Beverage, Housekeeping and other HODs to maintain effective cost controls.
Assist with monthly stock takes and reporting.
 

1. Financial Reporting

Assist with the preparation of monthly management accounts and financial reports.
Compile financial information for the Finance Manager and management team.
Prepare departmental expenditure reports and variance analysis.
Monitor actual expenditure against budgets.
Highlight significant variances and assist with explanations.
Provide accurate financial information to HODs where required.
 

1. Budgeting & Forecasting

Assist with the preparation of annual budgets and forecasts.
Monitor departmental spending against approved budgets.
Assist HODs in understanding their departmental financial performance.
Track operational expenses and identify areas where cost savings may be achieved.
Assist with financial projections and cash-flow monitoring.
 

1. Payroll Support

Provide financial support to the payroll process where required.
Assist with payroll reconciliations and verification of payroll-related financial information.
Ensure payroll journals and related accounting entries are correctly processed.
Maintain confidentiality regarding employee remuneration and financial information.
Work closely with HR and Finance to resolve payroll discrepancies.
 

1. Internal Controls & Compliance

Ensure financial procedures are consistently followed.
Assist with maintaining appropriate segregation of duties.
Ensure transactions are appropriately authorised.
Assist with internal and external audits.
Prepare supporting documentation requested during audits.
Report suspected financial irregularities or control weaknesses immediately.
Maintain strict confidentiality regarding lodge, guest, supplier and employee financial information.
 

1. Lodge Operations & Interdepartmental Support

 
The Assistant Finance Manager is expected to understand the financial impact of lodge operations and work collaboratively with all departments.
 
The position will regularly interact with:
 

1. General Manager
2. Finance Manager
3. Operations Management
4. Heads of Department
5. Human Resources
6. Procurement
7. Food & Beverage
8. Kitchen
9. Housekeeping
10. Front Office
11. Reservations
12. Safari & Guest Experience teams

 
The Assistant Finance Manager should provide financial guidance and support, while ensuring that operational decisions remain within approved budgets, policies and financial controls.
 

1. Guest & Service Standards

 
Although primarily a finance position, the Assistant Finance Manager represents Vikela Safari Lodge and is expected to maintain the standards associated with a five-star luxury safari operation.
 

• Maintain a professional and approachable manner.
• Protect guest confidentiality and financial information.
• Handle guest-related financial matters discreetly and professionally.
• Demonstrate attention to detail in all guest and operational transactions.
• Support a culture of service excellence across the lodge.

 

1. Key Performance Areas (KPAs)

 
Performance will be measured against:
 
Financial Accuracy – Accurate processing, reconciliations and reporting.
Month-End Completion – Financial information completed accurately within required deadlines.
Cost Control – Effective monitoring and reporting of departmental expenditure.
Cash & Banking Controls – Accurate cash-ups, banking and reconciliations.
Accounts Payable & Receivable – Timely processing, reconciliation and follow-up.
Stock Control – Accurate stock counts, reporting and investigation of variances.
Budget Compliance – Monitoring expenditure against approved budgets.
Internal Controls – Consistent compliance with financial policies and procedures.
Audit Readiness – Accurate and accessible supporting documentation.
Team Support – Effective communication and financial support to HODs and management.
Confidentiality & Integrity – Maintaining the highest standards of financial ethics and confidentiality.

POSITION INFO:
Minimum Qualifications & Experience Essential: Grade 12 \/ Matric. Diploma or Degree in Accounting, Finance, Financial Management or a related field. Minimum 3-5 years' relevant finance\/accounting experience. Previous experience in a hotel, lodge, resort or hospitality environment is highly advantageous. Strong understanding of accounting principles and financial controls. Experience with reconciliations, creditors, debtors and financial reporting. Strong computer literacy, particularly Microsoft Excel. Experience with hospitality accounting systems and\/or PMS\/POS systems will be advantageous. Advantageous: Previous experience in a luxury lodge or five-star hospitality environment. Experience with stock and cost control. Experience with payroll accounting. Knowledge of hospitality-specific financial reporting. Relevant accounting qualification or professional studies. Skills & Competencies The successful candidate should demonstrate: Excellent numerical and analytical ability. Exceptional attention to detail. Strong organisational and administrative skills. Ability to work accurately under pressure. Strong Excel and computer skills. Excellent reconciliation skills. Problem-solving ability. Strong communication skills. Ability to work independently and as part of a team. High level of integrity and confidentiality. Ability to meet strict deadlines. Strong financial and commercial awareness. Ability to identify discrepancies and investigate their root cause. Professional presentation and conduct. Flexibility within a dynamic lodge environment. Working Conditions The position is based at the Safari Lodge in a remote safari lodge environment and requires the incumbent to be comfortable working within the operational demands of a lodge. This may include: Working weekends and public holidays when operationally required. Working extended hours during month-end, audits and peak operational periods. Working closely with operational teams across the lodge. Maintaining strict financial deadlines despite operational pressures. Being available to assist with urgent financial matters when required. Authority & Accountability The Assistant Finance Manager is accountable for the accuracy, integrity and confidentiality of all financial information and transactions under their responsibility. The position does not have authority to approve expenditure, payments, write-offs or financial commitments outside the delegated authority framework of the Safari Lodge. Any suspected fraud, financial irregularity, material discrepancy or breach of financial controls must be escalated immediately to the Finance Manager and\/or appropriate senior management. Confidentiality Due to the nature of the position, the Assistant Finance Manager will have access to confidential information relating to: Employee remuneration and payroll. Supplier pricing and agreements. Guest accounts. Lodge revenue and profitability. Budgets and forecasts. Management accounts. Business strategy. Financial performance. Supplier and company banking information. All such information must be treated as strictly confidential and may only be disclosed to authorised persons.

 

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