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Full-Time Job - Media: Financial Assistant/ops Planner (Windhoek, Namibia)

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Type: Full-Time | Industry: Media | Location: Windhoek, Namibia | Closing Date: 17 Oct 2017

Financial Assistant/ops Planner

Hiring Organisation: Alliance Media

Financial Assistant/Ops Planner - reporting to Country Operations Manager

The roles and responsibilities of this position are as detailed below

FINANCIAL ADMINISTRATION

Primary
• Collate the required daily source accounting information and submit to head office for monthly, weekly and daily reporting deadlines so that your country accountant can use this information to create a reliable and accurate set of accounts.

Secondary

• Liaise with in-country debtors for the collection of monies as dictated by central accounts function.

• Maintain direct daily relationships with suppliers to appropriately manage expectations of creditors.
• Ensure all statutory information is timeously collected from the various governmental bodies and submitted to central accounts function and in turn statutory returns are submitted on time.

• You have the overall responsibility for ensuring all deadline submissions are on time and appropriately submitted in the correct format to ensure ease of centralized accounts reporting.
• Ensure country accountants receive all necessary invoices and statements on a weekly basis, to update centralized accounts weekly.
• Provide country accountants with weekly bank statements and the relating bank deposit analysis schedules.
• Manage inbound cheques and distribution thereof and daily banking function as quickly as possible so as to maximize interest income and improve cash flows.
• Manage the receipt and subsequent distribution of monthly cheques and keep a register of their disbursement and updating the country accountant weekly.
• Safeguard all company assets on a fixed asset register and ensure that they are well cared for and maintained.
• Control the issuing of all consumable stocks and stationery on a stock card system.
• Ensure all internal control procedures are followed and standardized group templates for reporting are used.
• Daily control of company petty cash receipts and slips ensuring that it continually is balancing.
• Provide country accountants with weekly updated schedules relating to petty cash utilization as well as copies of petty cash receipts and vouchers.
• Ensure a proper filing system is in place and the ALL original documentation is filed and kept safe and neat.
• Assist in preparing and providing information for auditing purposes.
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• Daily control of company petty cash receipts and slips ensuring that it continually is balancing.

ADMINISTRATION
Primary
• Ensure the office and infrastructure is managed to allow each of the staff members time to focus on their primary objectives.

Secondary

• Liaise with other administration staff e.g. cleaner / gardener / security so as to ensure they perform their tasks in line with expectations. There must be clearly set pre-defined daily tasks.
• Ensure overall security of the office is maximized at all times.
• Ensure that all basic office consumable and stationery is monitored and controlled.
• Manage the front office environment by ensuring appropriate management of guests of the office.
• Liaise with central Sales and Marketing to communicate information to be captured to the database.
• Ensure the office environment is appropriately maintained, supplies as required for the daily functioning of the office are readily available.
• Filing of important document is carried out in an orderly and organized method such that they may be retrieved easily.
• Control the use and issuing of consumables such as teas and cleaning.
• Keep control over basic communication costs.
• Ensure that all lines of communication within the office are always functioning (internet / fax / phone).
• Requesting for quotations from various suppliers from a list provided by Prosper
• Requesting for supplier bank details for easy payment ,opening credit account with suppliers
• Following on supplier invoices which will be send Reporting Accountant
• Handling petty cash issues, payment of electricity, cleaning of office, upkeep of office
• Receiving mails from post office, half the time we miss mails because there is no one to receive them.
• Following up local client on payments and making sure invoices are received by client
• Filling of all landlord contracts nicely, making sure all documents are kept safely and ask Prosper to provide any missing documents from landlord files
• Scanning of invoices for mps and sending them to Country Accountant
• Following up on Revenue Authority issues and completing relevant forms for VAT and PAYE
• Following up for bank statements which should be balanced with cheques drawn and invoices from suppliers
Answering phone calls and receiving faxes in office.

Operations Planning

• Ensure our media assets represent the brand and face of the company, by being appropriately maintained.
• Ensure a report detailing all media assets which need to be maintained to the group’s quality standards is sent to the relevant department and followed
• Follow up that the correct department plans an appropriate maintenance schedule and resources required to perform on time maintenance, this strict maintenance guideline must be followed so as to ensure preventative maintenance is done rather than reactive maintenance.
• Provide complete and accurate operational and business development reporting in the form of Daily activity reports and other reports to head office as required.
• Plan all work in advance so as to ensure the smooth delivery of all projects.
• Work proactively, anticipating all problems well before they actually happen.
• Raise LPO’s through the correct approval channels and ensure that these are delivered on time, at the correct price and the right quality
• Ensure all client campaigns are flighted consistently on time, giving utmost client service delivery that is to clear the variance as quickly as possible so as to generate revenue immediately.
• Follow the company’s outsource policies and ensure that the outsourced partners are appropriately managed in line with company guidelines.
• File, collate and organize all photographs of media such that the outsource partners are paid in accordance with these photographs and that these photos are passed onto the sales and marketing departments for final distribution to the client.
• Analyse existing landlord agreements and decide whether to upgrade, cull or change existing sites
• Maintain and update the landlords etc database such that all agreements and the summary of agreements are always kept current.

Should you qualify for the above position, kindly forward your all documentations to the following emails:

[Email address withheld to avoid spam. Please log in to see application contact details.]
[Email address withheld to avoid spam. Please log in to see application contact details.]

Job Experience Level

Junior

Salary Range

Market Related Salary

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