SUMMARY:
GROUP IT FINANCE AND ADMIN MANAGER – BCom - LOGISTICS INDUSTRY – EAST RAND
POSITION INFO:
OVERVIEW OF ROLE The Finance and Admin Manager is responsible for the effective financial administration and asset control of the IT function. The role ensures accurate and properly authorised payment processing, disciplined adherence to approved budgets, reliable financial reporting, and end-to-end control of IT equipment and related records. The role provides the CIO with timely, accurate information and maintains strong governance over IT expenditure, suppliers, contracts, assets and administrative processes. ROLE AND RESPONSIBILITIES Management of an appropriately staffed team to: Own the end-to-end administration of IT invoices and payments, ensuring every payment is accurate, valid, correctly coded, supported by appropriate documentation and approved in line with delegated authority before submission for payment. Reconcile supplier invoices to purchase orders, contracts, quotations, goods\/services received and agreed pricing; investigate and resolve discrepancies before payment. Maintain a payment schedule and proactively prevent duplicate, late, incorrect or unauthorised payments. Reconcile supplier statements and follow up outstanding credits and queries. Manage the IT operating and capital expenditure budgets, maintaining accurate commitments, actuals and forecasts against approved budgets and cost centres. Produce regular budget-versus-actual reporting for the CIO and CFO, explain material variances, identify emerging overspend risks and ensure corrective actions are tracked. Ensure expenditure remains within approved budgets and that exceptions, unbudgeted spend and budget transfers are clearly motivated and formally approved before commitment. Support annual budgeting, reforecasting, accruals, month-end processes and financial planning for IT, including licence, telecommunications, hardware, software, services and project expenditure. Maintain a complete and accurate IT equipment\/asset register covering laptops, desktops, mobile devices, monitors, peripherals, network equipment and other controlled IT assets. Control the full IT equipment lifecycle from purchase and receipt through allocation, transfer, repair, return, stockholding, refresh and scrapping, with clear ownership and audit trails at every stage. Ensure equipment issued to employees is acknowledged, traceable and reconciled to HR\/user records; investigate missing, unreturned or unaccounted-for equipment promptly. Co-ordinate periodic physical asset counts and reconciliations, investigate variances and ensure asset records and financial records are aligned. Maintain controls over IT stock, spares and equipment held for deployment, including secure storage, stock movement records and appropriate minimum\/maximum stock levels. Co-ordinate compliant disposal and scrapping of obsolete IT equipment, including required approvals, data-security processes, proof of disposal and updating of the asset register. Maintain supplier, contract, license, warranty and renewal records; monitor expiry dates and provide sufficient notice to the CIO for renewal, renegotiation or termination decisions. Support procurement processes by obtaining quotations, preparing purchase requests, validating commercial terms and ensuring purchasing complies with company policies and approved suppliers. Maintain organised, audit-ready records for payments, budgets, assets, contracts, approvals and supporting documentation, and respond to internal\/external audit requests. Develop and maintain practical financial and administrative controls, SOPs and checklists for the IT function, and identify opportunities to improve accuracy, efficiency and governance. Provide general administrative support to the CIO and IT leadership team, including financial information, reporting, co-ordination and follow-up of agreed actions. COMPETENCIES Minimum Requirements Relevant BCom degree in Finance, Accounting, Business Administration, Commerce or a related field. At least 5 years' experience in finance\/administration, including invoice processing, budgeting, reconciliations and asset control; supervisory or management experience preferred. Experience working in a structured corporate environment with IT procurement, finance and audit controls. Experience administering IT expenditure and\/or technology assets will be advantageous. Skills Required High level of numerical accuracy and attention to detail. Strong Excel and financial reconciliation skills. Budgeting, forecasting, variance analysis and management reporting. Asset register and inventory control. Planning, organisation and disciplined follow-through. Supplier and stakeholder management. Ability to identify discrepancies, investigate root causes and resolve issues promptly. Clear written and verbal communication. Leadership of procurement and IT equipment teams. Personal Attributes High integrity and a strong control mindset. Meticulous, accountable and dependable. Commercially aware and cost conscious. Proactive and comfortable challenging inaccurate or unsupported transactions. Well organised and able to manage multiple deadlines. Service orientated while maintaining appropriate governance and controls. KNOWLEDGE Accounts payable, purchase-to-pay and financial control principles. Budget management, accruals, commitments and variance reporting. Procurement and delegated-authority processes. Fixed asset and IT equipment lifecycle management. Basic understanding of IT hardware, software licensing, telecommunications and technology supplier contracts. Company policies relating to finance, procurement, assets, information security and disposal of IT equipment. Embrace or similar ERP systems advantageous. Salary offer: Negotiable
