Project Finance Supervisor

GIBB is one of South Africa’s leading multi-disciplinary engineering consulting companies with a solid footprint on the African continent. The company is a wholly owned South African entity through a legacy that spans over 60 years. The company offers design, planning and management services across the entire engineering consultancy spectrum.

GIBB is a partner of choice for the private sector, state owned enterprises and governments who seek knowledgeable talent, with proven experience and the expertise to respond to the numerous infrastructures demands and needs of the continent.

The Finance Department is looking for another talented professional to complement their team, in the form of a Finance Project Supervisor. We welcome your application if you believe you meet the requirements for this position.

Core Purpose:

Responsibilities of a Finance Project Supervisor include the supervision of the Project Finance team. The successful candidate will ensure the team is providing effective and efficient assistance to the relevant Project Manager relating in terms of project administration and liaison. The incumbent is specifically responsible for overseeing the administrative functions relating to revenue, time sheets and transfers, invoicing, project proposals and closures as well as reporting. In addition, the Finance Project Supervisor is responsible for effectively functioning as liaison between the engineering team and the Finance team.

Key Performance Areas:

• Review project budgets to ensure alignment with project requirements and contracts.
• Ensure revenue sheet aligns with set budget.
• Provide feedback and/or communication to the PMs relating to variances/discrepancies relating to budgets and/or revenues.
• Create and run reports outlining performance of projects (i.e., PPS Report).
• Provide performance reports to the relevant PM’s and Financial Managers as well as the Group Chief Financial Officer (GCFO) for input.
• Obtain revenue adjustment information from the PM and action revenue adjustments based on feedback and approval provided.
• Documenting revenue written back in the Write-off/back Register.
• Access the BST system and review relevant time sheets (daily/weekly).
• Follow up with PMs to ensure time sheets are accurately submitted and signed.
• Obtain feedback from PMs relating to time transfers for time sheets submitted/signed incorrectly.
• Action relevant time transfers to correct time sheets where necessary on the BST system.
• Provide employee feedback relating to time sheets.
• Generate weekly invoices for client projects.
• Provide the relevant PM with the invoice to obtain approval from the client.
• Ensure bank accounts are reviewed by the relevant individuals to verify if invoices have been paid and monies received.
• Obtain feedback with regard to whether invoices have been paid and monies received.
• Post the proof of payment/remittance on the BST system.
• Create and run a receipt report outlining the relevant payment details (i.e., amount, user information, date, etc.).
• Communicate the receipt report to the relevant parties (i.e., PM and Line Manager) to ensure payment allocation is correct.
• Once confirmation has been received regarding payment allocation, allocate the payment accordingly on the BST system.
• Invoices follow up with PMs.
• Complete credit notes for a client.
• Obtain all relevant client project information from the PM in order to initiate a proposal.
• Based on the information obtained, set up/create a project proposal on the BST system (including information such as the budget, effort, revenue, etc.).
• Ensure that the PM reviews the proposal once completed.
• Follow up on the proposal where required/relevant.
• Provide the PM with the relevant documentation (template/form) for review and signage by the PM and client relating to approval of the proposal.
• Obtain signed document and upload with the proposal and initiate the project (once a proposal is approved, it becomes a project).
• Follow up on the project where required/relevant.
• Once project is completed, review the financial statements and ensure all payments have been made.
• Should payments/invoices be outstanding, follow up with the relevant PM.
• Follow up with the relevant PM should any write-offs be actioned.
• Obtain final confirmation from PMs to ensure that a project can be closed.
• Once confirmation of closure has been received, log into the BST system and close the relevant project (set as inactive) to stop any further actions (i.e., billing, time sheets, etc.).
• Should write-offs be done, create and run reporting relating to each write-off and provide to the GCFO and Line Manager.
• Ensure that project closure reporting is done weekly and is sent to the Line Manager for review.
• Provide monthly reports for:
• Variance report (communicate to the GCFO, PM and Financial Managers).
• Contracts in progress (CIP) report (communicate to the CFO, PM and Financial Managers).
• Invoice report (communicate to the Mining manager and relevant Finance Administrator).
• Provide a receipting report (done daily and communicate to the relevant PM, administrators, managers and CFO).
• Active personal investigation and research related to strategic priorities.
• Develop knowledge and skills as required by position and industry.
• Develop personal goals and action plan.

Job Requirements:

Qualifications:

• Matric (Grade 12).
• A relevant tertiary/postgraduate qualification/diploma would be advantageous.

Experience:

• At least 5 years’ experience in a similar project administrator position.
• Detailed knowledge and understanding of finances and financial procedures and projects administration.

Person Requirements:

Core Competencies:

• Highly motivated and results orientated.
• Detail orientated.
• Patient and understanding.
• Great team player.
• Highly organised.
• Results-orientated and goal driven.
• Ability to work well under pressure.
• Hardworking and focused.

Additional Competences:

• Excellent interpersonal skills.
• Excellent verbal communication skills in English.
• Excellent problem-solving skills and abilities.
• Strong multi-tasking skills.
• Excellent organisational and administrative skills.
• Conflict management skills.
• Well-developed computer skills.
• Good Team building skills.