Purpose of the Role

The Financial Administrator: Audit & Data will be responsible for supporting the audit process by retrieving and preparing client documentation, ensuring data accuracy, and maintaining key audit records. The role requires strong attention to detail, proficiency in data management, and the ability to work effectively with internal teams and auditors. The successful incumbent will ccoordinate and oversee administrative and internal operational processes, ensuring accuracy and compliance with policies. Prepare, review, and authorise documentation and reports. Analyse and reconcile information across multiple systems or departments. Draft and compile management reports, highlighting trends or issues for decision-making. Serve as a key point of contact with internal and external stakeholders to exchange information, resolve queries, and support business operations. This role is based in Cape Town.

Role Responsibilities

Overview of Role Responsibilities (Level 1-13)

Administration- Level 3 - Process Specialist
Produce, update, and provide best practice support on Microsoft documents, databases, and other departmental systems. Tasks may include purchasing materials, entering budgetary information, and recording time and expenses.

Responsible for providing administrative support across audits, transactions, and data processing activities, maintaining the confidentiality of client information, and assisting internal stakeholders with data queries and documentation requirements.

Document Management- Level 3 - Process Specialist
Create, organize, and maintain files containing the correspondence and records of a senior colleague.

Retrieve and compile client documentation from InPulse for audit sampling purposes, ensure the timely provision of accurate documentation to auditors, maintain organised audit sample records and follow up on outstanding information, assist with audit-related queries and document requests, prepare and manage audit certificates, and respond to ad hoc pension fund and audit support requests.

Document Preparation- Level 3 - Process Specialist
Prepare routine letters, memoranda, reports, and similar documents following detailed instruction. This is likely to involve using the full range of functions within standard office software.

Work Scheduling and Allocation- Level 3 - Process Specialist
Organize own work schedule in order to get the job done, coordinating with support services and assigning short-term tasks to others if necessary.

Operations Management- Level 3 - Process Specialist
Carry out operational tasks by following established processes. This will involve adjusting multiple settings or parameters to meet performance standards.

Responsibilities include maintaining audit statistics and reports, preparing the Flows report, ensuring data accuracy and integrity, providing reports to internal stakeholders and auditors, reviewing and reconciling general ledger and trial balance information, and preparing and processing journals with the necessary supporting documentation.

Review exit forms and verify client signature dates to determine benefit accruals, ensure the accurate calculation and recording of accruals in line with company policies, and communicate discrepancies or missing information to the relevant teams for resolution.

Update and maintain Section 14 transaction records by extracting relevant data from InPulse, ensuring information is complete, accurate, and compliant with regulatory and company requirements, identifying and resolving data discrepancies, and compiling Section 14 information required for pension fund audits.

Required Skills

Planning and Organizing - Intermediate
Works at an intermediate level to plan, organize, prioritize and oversee activities to efficiently meet objectives. Typically works with guidance.

Verbal Communication - Intermediate
Works at an intermediate level to express ideas, request actions, formulate plans, and policies by means of clear and effective verbal communications. Typically works with guidance.

Policy and procedures - Intermediate
Works at an intermediate level to monitor, interpret and understand policies and procedures and ensure their alignment with organizational strategies and work objectives. Typically works with guidance.

Computer Skills - Intermediate
Works at an intermediate level to understand and effectively use standard office equipment and standard software packages to support business processes. Typically works with guidance.

Work Scheduling - Basic
Works at a basic level to ensure the optimum scheduling of work and material resources to meet planned performance targets. Typically works under close supervision.

Desktop Publishing - Basic
Works at a basic level to create documents using page-layout software on a personal/desktop computer. Typically works under close supervision.

Qualification and experience

• Matric / Grade 12 
• Relevant diploma or degree in Finance, Business Administration, or a related field is advantageous.
• Minimum of 1-2 years experience in an administrative, audit support, or data processing role.
• Experience working with financial or administrative systems (InPulse experience is advantageous).
• Proficiency in Microsoft Excel (Intermediate level, including data entry, reporting, and basic formulas).

Required Behavioural Competencies