WESTERN CAPE LIQUOR AUTHORITY (WCLA)
ADMIN SUPPORT (OFFICE OF THE CEO) (6 Months Contract – Maternity relief) Component: Office of the Chief Executive Officer Department: Western Cape Liquor Authority Bellville Reference Number: WCLA 09/2023 Requirements: • NQF 6 Qualification – Diploma in a relevant field (Administration) • At least 2-4 year’s relevant experience working in an Executive Management Office Environment • Computer literate with touch-typing skills Experience and competencies which will be advantageous: • Document Management System experience (advantageous) • Code B Driving license with no vehicle restrictions (advantageous) Key performance areas: • Provide daily Secretarial and Receptionist support services to the Office of the CEO: ➢ Responsible for answering all incoming calls in a polite and professional manner. ➢ Responsible for making outgoing calls as and when necessary. ➢ Ensuring all emails are acknowledged and responded to in a timely manner. ➢ Responding to internal and external stakeholders relating to enquiries in a timely manner. ➢ Responsible for all logistical arrangements of meetings. ➢ Ensure timely preparation and processing of meeting Agenda’s. ➢ Provide comprehensive minutes after each meeting. • Rendering Administrative Support Services to the Office of the CEO, the Governing Board and Management Team. ➢ Ensuring incoming documents is registered and processed timely. ➢ Drafting of submissions, presentations and conduct relevant research as required. ➢ Budget Monitoring for the Office and ensuring completion and submission of requisitions ➢ Processing travel arrangements for the Governing Board, Chief Executive Office, and Management ➢ Ensuring timely arrangements for catering services • Provide an accurate and up to date record-keeping system: ➢ Record-keeping of documents in electronic and hard copy formats. ➢ Record-keeping of all recordings of meetings. ➢ Record-keeping of all enquiries and responses to the Office of the CEO. • Diary Management of the Chief Executive Officer ➢ Scheduling all meetings of the CEO and preventing conflicts. Skills: • Computer literacy plus advanced proficiency in MS Office. • Must be able to do speed typing. • Good verbal communication and interpersonal skills. • Excellent organizing and document management skills. Note: Only shortlisted applicants will receive further correspondence. If you have not received a response from the entity within three months of the closing date, please regard your application as unsuccessful. Shortlisted candidates will be required to submit originally certified copies of their documentation for verification purposes. These candidates will be required to attend interviews on a date and time as determined by the entity and may also be required to undergo competency assessments/ proficiency tests. The Western Cape Liquor Authority is guided by the principles of Employment Equity. All candidates invited for interviews may be subjected to competency test/practical tests as part of the interview process. Kindly note that all personal information provided with your application will be dealt with for the intended purpose. All completed applications (WCLA Application Form, CV’s and Copies of Qualifications) must be submitted via the following e-mail address: hr@wcla.gov.za Only applications submitted via the above-mentioned e-mail address will be accepted SALARY: R277 059 per annum (Cost to Employment) SALARY LEVEL: 5 CLOSING DATE: 20 October 2023 ENQUIRIES: Mrs. S Langeveldt: (021) 204 9730 / 92 FINANCIAL MANAGER Component: Finance Department: Western Cape Liquor Authority (Bellville) Reference Number: WCLA 12/2023 Requirements: • Bachelor’s Degree (BCom) – NQF 7 (Degree in Finance with Accounting as a major) • At least 3-5 Years relevant management experience • At least 3-5 Years relevant working experience in a Finance environment • Accounting Background required • Experience on CASEWARE • Experience in GRAP • Experience in Accounting Systems (Pastel or related) • Valid Driver’s License (no vehicle restrictions) Experience and competencies which will be advantageous: • NQF 8 qualification in Finance or related field (advantageous). • Project management experience (advantageous). • Experience working in/or with the public sector/regulatory framework (advantageous) Key performance areas: • Reporting ➢ Compile interim and annual financial statements, statistical reports and statutory reports. ➢ Administer financial reporting requirements and procedures. ➢ Compile the quarterly in-year monitoring (IYM) report. ➢ Prepare ad hoc financial reports on request. ➢ Prepare monthly management reports including variance analysis. ➢ Design reports and templates to enhance reporting. ➢ Provide inputs into the Annual Performance Plan, Annual Financial Statements and Annual Report. ➢ Address audit issues related to Management Accounting. • Budget (Main and Adjustment) ➢ Manage and administer demand management and logistics processes and procedures. ➢ Compile and manage the main and the adjustment budget processes, roll-overs and revenue retention. ➢ Create and maintain financial databases to support costing, planning and reprioritization. ➢ Load the approved budgets onto the Pastel accounting system. ➢ Liaise with the system controller on the creation of new code structures on Pastel. • Expenditure and Revenue Management ➢ Monitor expenditure and revenue against budget and facilitate remedial measures if necessary. ➢ Verify budget availability and allocations for all purchases. ➢ Analyse expenditure and revenue regularly to ensure correct classifications and rectify if required. • Financial Administration ➢ Maintain general ledger structure. ➢ Provide required information for internal and external audit. ➢ Manage cash and bank functions. ➢ Maintain the administration of the banking system. ➢ Financial input into payroll function. ➢ Ensure the recording, authorisation and proper execution of expenditure and revenue systems, procedures and systems. ➢ Maintain financial system. ➢ Provide relevant training to staff when required. ➢ Oversee the petty cash function. • Effective resource management (human, financial and physical) within the Unit ➢ Establish and maintain appropriate systems (analytical tools, information systems, projections of cost behaviour) and policies to ensure effective and efficient management of resources. ➢ Perform accurate forecasting, budgeting, and allocation of resources within the unit. ➢ Manage external contractors and suppliers within the unit. ➢ Develop and manage internal service level agreements with other units. ➢ Ensure effective identification and management of business risks, resources, and continuous improvement. ➢ Manage capacity within the unit to ensure sustained service delivery. • Effective people management within the Unit ➢ Manage people development in line with organisation-wide skills development strategy within the unit. ➢ Manage talent within the unit and ensure talent management strategies (attraction, retention, development) are implemented. ➢ Implement performance management within the unit in line with Human Resources Policies and Guidelines. ➢ Manage grievances, discipline, and terminations within the division in line with Human Resources policies and guidelines. ➢ Lead and direct staff within the unit to be able to meet the objectives set for them. ➢ Build and foster a culture of good governance, customer service, honesty and integrity and world class delivery in the division. ➢ Implement innovative recognition and reward systems. • Effective promotion and practice of good corporate governance, risk and compliance pertaining to HR and financial policies, legislations, and regulations ➢ Implement governance framework to ensure professional conduct by Unit employees and upholding of WCLA values and governing principles. ➢ Ensure good governance within the unit in line with the corporate governance guidelines and related legislation. ➢ Manage risks within the unit. ➢ Manage compliance within legislation, regulations, WCLA policies and procedures within the unit. ➢ Ensure compliance of the unit with all audit requirements emanating from audit processes within the unit. ➢ Draft and submit annual, quarterly, and monthly reports required or delegated. Knowledge: • Practical implementation experience and working knowledge in generally accepted accounting principles such as IFRIS, GAAP and GRAP • Working knowledge of relevant Public Sector legislation, e.g. PFMA, National and Provincial Treasury Regulations, Administrative Law. • Working knowledge of relevant industry legislation and regulations, e.g. Western Cape Liquor Act, POPI, PAJA, PAIA. Skills: • High level of report writing skills • Strong analytical and problem-solving skills. • Ability to thrive in a fast-paced environment managing multiple projects and tight deadlines. • Exceptional interpersonal, communication, writing, reporting and presentation skills. • Ability to function independently, within a team and transversally across the organisation • Ability to prioritize and adapt, managing multiple projects and tight deadlines. • Computer literacy plus advanced proficiency in MS Office (Word, Excel, PowerPoint) Please Note: Only shortlisted applicants will receive further correspondence. If you have not received a response from the entity within three months of the closing date, please regard your application as unsuccessful. Applicants must submit a formal WCLA Application form, a comprehensive CV, certified copies of qualifications, identity document and driver’s license (where applicable). Incomplete applications will not be considered. Applications must be submitted electronically preferably as one PDF document to hr@wcla.gov.za. WCLA Application forms can be obtained from the WCLA website: www.wcla.gov.za and must reach the Human Resources Section on or before the closing date indicated. Applicants must clearly state the reference number and position title in the subject line of the e-mail. Only Electronic applications will be accepted. Please note that the following will lead to disqualification of applications: 1. Submission of fraudulent qualifications and / or documentation. 2. Non-submission of certified copies of academic qualifications / records. 3. Non-submission of WCLA Application form, Identity document and Driver’s License (where applicable). Shortlisted candidates will be subjected to a vetting process. By applying for this position, candidates agree to reference checks, criminal and qualification checks being performed. The WCLA reserves the right not to make an appointment. The Western Cape Liquor Authority is guided by the principles of Employment Equity. All candidates invited for interviews may be subjected to competency test/practical tests as part of the interview process. Kindly note that all personal information provided with your application will be dealt with for the intended purpose. Only applications submitted via the above-mentioned e-mail address will be accepted. SALARY: R581 022– R680 160 per annum (Cost to Employment) SALARY LEVEL: 9 CLOSING DATE: 20 October 2023 ENQUIRIES: Mrs. S Langeveldt: (021) 204 9730 / 92 / 32
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