Finance & General Manager

1. MAIN PURPOSE OF THE JOB:
The purpose of this position is to plan, organise, direct, control, coordinate and manage the
office administration function including, but not limited to the functions of
procurement, debtors, creditors, sales and marketing and Human Resources

3. DESCRIPTION OF FIELD OF DUTY (KPA’s):
- Procurement and logistics
- Debtors
- Creditors
- Cash Flow
- Marketing
- General Administration
- Human Resources
- Reporting

4. INFRASTRUCTURE REQUIREMENTS:
Standard office setup
Laptop with connection to corporate network and intranet
Mobile Phone
Internet connection

5. QUALIFICATION REQUIREMENTS:
Grade 12
B. Com Degree in Business / Finance / Marketing

6. WORK EXPERIENCE:
5 years’ experience in a similar role

7. SOFTWARE APPLICATION REQUIREMENTS:
Microsoft Office Suite, Sage and Eworks

8. COMPETENCIES REQUIRED:KNOWLEDGE SKILLS BEHAVIOURAL
- Excellent understanding of the manufacturing industry
- Excellent businessacumen (i.e. numeracyskills, generation of profitand loss, margins etc.)
- Excellent knowledge of Administration systems and processes
- Excellent knowledge of Marketing, Sales and Human Resources Management
- Customer Service
- Communication Skills (verbal and written)
- Analytical Skills
- Ability to build trust and customer loyalty
- Planning and organisational skills
- Problem solving skills
- Complaint Handling
- Good administrative skills
- Business Development skills
- Marketing Skills
- Financial Management skills
- Project Management skills
- Negotiation skills
- Leadership skills
- Computer literacy - Excel, Outlook, PowerPoint, Word
- Sage and Eworks
- Customer Orientation
- Attention to detail
- Integrity
- Initiative
- Results orientated
- Tenacity and Resilience
- Team work
- Innovative thinking
- Work under pressure
- Embrace the company values and live the organisational brand

9. ORGANISATION STRUCTURE
Managing Director
Office Manager
Business Development
Manager Workshop
Foreman
Double Coded Welder
Pipe Fitter
Spray Painter
Technician
Driver / Assistant Technician
Project Planner

10. KEY PERFORMANCE AREAS
No. KPA Task Description Weighting Key Performance Indicators
1. Purchasing and Logistics
- Sourcing and management of local suppliers
- Planning and execution of stock ordering as per forecasting schedule together with the management of vendors
- Placing and monitoring Purchase Orders, including chasing and liaising with suppliers for optimized shipping and airfreight procedures
- Attend weekly operations meeting and present updated report on the status of purchase orders (Estimated time of arrival)
- Ensure completed products are shipped on time
- Manage logistics function
- Manage workshop and office consumables
- Release Payments as required and to COD suppliers 20%
- Suppliers secured for all materials and managed to standard
- Stock levels maintained to standard
- Purchase orders accurately and timeously placed
- Meetings attended and relevant purchasing / supplier reports accurately presented
- Products shipped timeously – Arrive on time as per customer requirements
- Logistics function managed to standard
- Workshop and office consumables managed to standard

2. Debtors
- Telephonic and email follow up of all outstanding debtors
- Run bank statements daily and allocate to client’s account
- Ensure that all set collection targets are met
- Maintain and evaluate debtors age analysis
- Consult with management in terms of overdue debtors
- Process credit notes where needed
- Conduct collections for the department
- Supply Age analysis and monthly income report to management
- Stop services of clients if payment is not received 10%
- Outstanding debtors contacted
- Bank statements run daily and collections allocated
- Debt collection targets met
- Age analysis managed on a weekly basis
- Management consulted in terms of overdue debtors
- Credit notes processed
- Collections in order
- Age analysis and monthly income report sent to the Management
- Services of non-paying client stopped
- LOD’s sent
- Advice Provided on legal process for non-payments.
- Monthly cash book reconciliations prepared and
- Send out letter of demand to outstanding debtors when needed
- Provide advice on legal action to be followed for non-payments
- Prepare Bank reconciliation monthly for all cash books signed off by manager

3. Creditors
- Prepare monthly batches for payment authorization
- Forex (Buy & Clear)
- Capture electronic payment after authorization and release from bank
- Ensure suppliers are paid within 30 days, unless otherwise agreed by Company and Supplier
- Reconciliation of printouts to actual payments to be completed 10%
- Batches Prepared
- Payments are captured after authorization and allocated to supplier account on system
- Suppliers are paid within 30 days
- Reconciliation of printouts to actual payments are completed and filed

4. Cash Flow Management
- Ensure the adequate management and reporting of cash flow availability for Fuelco 15%
- Cash flow managed and reported on monthly – Concerns reported to COO and MD
- Movement of Cash (Business account ZAR & USD and Money on Call Account)

5. General Administration
- Together with the COO and MD, compile annual budget
- Liaise weekly with bookkeepers
- Produce monthly P&L on completed jobs
- Manage petty cash weekly, and sign off
- Manage Company Documents (CIPC, Tax Clearance, Bank account confirmations, Passports of directors, Importers/Exporters certificate, Letter of Good Standing
- Manage external providers in line with SLA
- Manage rental agreements
- Ensure staff has correct work wear to perform their duties 15%
- Annual budget drafted, approved and implemented
- Weekly meetings with bookkeepers – monthly reports are sent
- Monthly P&L delivered
- Petty cash managed to standard
- Company documentation in order
- External providers managed in line with SLA’s
- Rental agreements managed to standard
- PPE Issuing register

6. Marketing and Sales
- Ensure brand consistency is maintained with all published marketing collateral.
- Ensure that the CI guide is up to date and followed
- Manage, plan, brief, proofread, approve, and ensure availability of all required brand and marketing collateral
- Ensure external marketing service providers are managed
- Send Social Media content and pictures for posts to HO, to drive engagement and increase brand awareness.
- Ensure the Company’s website is always up to date
- Manage sales function, ensure Sales strategies are implemented and that sales targets are achieved 20%
- Brand consistency achieved
- CI guide is up to date (Received from HO) and followed
- Marketing collateral designed, checked and in supply
- External marketing service providers managed as per SLA
- Social media platforms managed to standard
- Website up to date and managed to standard
- Sales Targets achieved

7. Human Resource Management
- Development, and implementation of employee files
- Equipping all employees with relevant resources for them to perform their mandate
- Developing and updating employee files
- Maintain clear and consistent communication lines amongst all departments
- Manage Discipline in the workplace
- Manage employee grievances in accordance with company grievance policy
- Manage the recruitment, selection, induction and onboarding process
- Mange the company’s Performance Management System
- Manage Human Resource Development and ensure submission of a Workplace Skills Plan to the SETA10%
- Employee files in place and up to date
- Staff are allocated resources to perform their function
- Communication strategy in place
- Discipline managed
- Grievances managed
- Recruitment, selection, induction and onboarding managed
- Performance Management System in place implemented as per policy
- HRD interventions identified and WSP submitted to the SETA by the due date
- Rewards and recognition managed as per policy
- Retention and Succession plans in place
- Payroll managed to standard
- B-BBEE Certificate in place
- Company complies with HR legislation
- Manage the company’s Reward and Recognition policies
- Manage staff retention and the succession planning processes
- Manage the Payroll function
- Ensure the company has a valid and favorable B-BBEE certificate
- Ensure compliance with the BCEA, LRA, EEA, SDA, SDLA, B-BBEE, OHASA and relevant HR legislation
- Manage Outsourced providers in line with their SLA’s
- Outsourced providers managed
- EE Act complied with