HCM Business Administrator

SUMMARY:
Gijima is looking for a detail-driven HCM Business Administrator to join our team in Midrand, Gauteng. In this role you'll be the engine behind our financial, procurement and payroll administration — keeping invoicing, billing, journals and vendor and contractor records accurate, compliant and on time.
If you know your way around SAP, thrive on accuracy and enjoy working across finance and HR teams, we'd love to hear from you.

POSITION INFO:
Purpose The HCM Business Administrator manages and coordinates financial, procurement and payroll administration to ensure the accuracy and integrity of the department's financial and timekeeping records. The role supports invoicing, billing, journals, vendor and contractor administration and reporting, while maintaining compliance with relevant regulations and standards, and contributing to the overall financial health and sustainability of the department. The role further ensures the efficient and accurate operation of the organisation's timesheet management system. Accurate records of employee and contractor working hours directly impact payroll processing, project management, compliance with labour law and operational efficiency. The role ensures the accuracy and integrity of timekeeping data, assists users with system-related issues, and collaborates across departments to optimise processes. Organisational positioning Reports to: HCM Finance Manager Location: Gauteng: Midrand. Interfaces with: Finance, Procurement\/Creditors, Transformation, HCM divisions (OH, ISDL, ISDM, ICT, Assessments), contractors, customers and vendors. Formal education & qualifications Grade 12 (Matric) - with Mathematics Relevant National Diploma Bachelor's degree, or comprehensive equivalent experience, in Information Systems, Business Administration, Human Resources, Finance or a related field Experience 3-5 years' relevant experience in finance administration Minimum of 3-5 years' experience in business administration, SAP, HR or a related field Advantageous: Proficiency in timesheet management software (e.g. SAP Time Management) and general knowledge of SAP systems Technical \/ system certification Proficient in Microsoft Excel Office 365 Experience with SAP Finance (and\/or other database management systems); SAP experience advantageous Skills & competencies Technical SAP proficiency (Finance, Time Management) and general SAP knowledge Analytical and problem-solving ability, with strong attention to detail Communication & interpersonal Excellent verbal and written communication, including English grammar and spelling; able to explain technical concepts to non-technical users Collaborative team player able to provide excellent customer service across cross-functional teams Organisational & personal Strong organisational and time-management skills; able to handle multiple tasks and priorities Able to work under pressure; precision and diligence High level of professionalism, confidentiality and discretion Key responsibilities Create billing notifications \/ Sales Orders (proforma invoices) on SAP (invoice requests) Verify the release of invoices Prepare credit note requests, obtain signatures, and submit to Finance for processing Receive credit note requests from HCM divisions (e.g. OH, ISDL), assist with obtaining signatures, and submit to Finance for processing Update the various billing spreadsheets with notification \/ Sales Order \/ invoice numbers for supported divisions (ISDM, ICT, Assessment Cnt) and save copies of tax invoices to the relevant shared-drive folders Share monthly billing reports with managers where required Assist with sending invoices to customers where necessary Prepare monthly journals, obtain relevant signatures and submit for posting (e.g. Internships, GDOH, Mediclinic, Assessment journals) Receive journal transfer requests from HCM divisions, assist with obtaining signatures, and submit to the Financial Manager (FM) for posting Prepare provisions and distributions to be made for revenue Process all vendor and customer onboarding requests: ensure required documentation is provided, obtain relevant signatures, then submit to Transformation for vetting and onboarding Update the HCM Customer Database List - load all newly registered customers Create purchase orders (asset requests) GRV all supplier invoices Receive supplier \/ proforma invoices and submit to Creditors for payment Follow up on the open PO list Capture \/ process (release) travel and expenses on ESS Assist employees with ESS errors Update the asset vendor payments tracking list Perform petty cash reconciliations: receive, do checks, obtain signatures, then send to Creditors for posting Provide ESS training for new employees Ensure contractors' contracts are valid, active, approved and priced on SAP Link contractors to WBS's (projects) Create contractor work centres Send monthly timesheet cut-off reminders to contractors Receive authorised contractor timesheets and capture their hours on SAP Verify pay simulations to ensure all captured hours are pulling through Verify with contractors that all their hours are invoiced Update contractor spreadsheets with the month's hours for journal \/ billing purposes Support \/ educate new employees and interns on company systems, procedures and policies Support responsibilities Follow up on outstanding debtors Deliver against client requests (billing period, etc.); minimise invoices not done and credit notes issued Obtain vendor statements and reconcile vendor accounts (as invoices are received, not only at month-end) Work with the Creditors team on vendor accounts Manage salary advances and ensure TES invoices are paid in the correct month Capture contractor leave on both the WBS and ESS to reduce leave credits (where applicable) Provide the Limited Offer Letter with all supporting documentation to the Recruiter for contractor sign-off Process new-employee starts and terminations on SAP per the correct procedure Ensure employee claims are timeously processed for approval Create and write off assets Assist the HCM Asset BA with managing assets - advise of new starts, resignations, and equipment for write-off \/ disposal Assist the HCM Asset BA with IT setups, write-offs, repairs and spare equipment Physically collect \/ issue laptops (LDC) to staff; liaise with HR on outgoing staff and money withheld for assets to be returned Communicate HCM asset information to the HCM Asset BA Manage HCM fleet maintenance Administer short-term vehicle insurance and submit claims timeously Oversee the day-to-day operation of the timesheet system, ensuring smooth and efficient functioning Monitor system performance and troubleshoot issues as they arise Ensure the latest work schedules are developed, tested and transferred to the SAP (Finance) production environment Ensure the accuracy and integrity of timekeeping data entered into the system Ensure master data is always correct on SAP (Finance) Perform general database management Provide technical support and training to users on timesheet system functionality and best practice Address and resolve user issues and queries in a timely manner Develop and update user manuals, FAQs and support documentation Conduct training sessions for new hires and current employees Create and maintain documentation of system configurations, processes and procedures Generate and distribute timesheet reports to relevant stakeholders Report timeously to business management; identify problem areas and drive continuous service improvement Prepare and submit reports on timesheet data for payroll processing, project management and other purposes Assist with financial controlling - give feedback on all cost-allocation queries Ensure compliance with company policies and relevant regulations regarding timekeeping Maintain the confidentiality and security of all timesheet data Perform ad-hoc administration in adherence to defined processes Collaborate with HR, Finance and other departments to understand timesheet needs and requirements Identify opportunities for process improvement and system enhancement Assist in developing and implementing new timesheet policies and procedures Maintain continuous process adherence with on-time response and accurate feedback to customers and vendors Share knowledge and transfer skills to the team \/ HCM Admin team Complete e-learning courses and execute a personal development plan Meet reporting and reconciliation deadlines (e.g. monthly vendor reconciliation, NSF submission) Mentor and train learners\/ interns