Account Administration and Control
- Procurement of IT Equipment and Services:
- Prepare and provide IT equipment replacement reports to Business Units;
- Compile and prepare specification details for goods & services in consultation with management;
- Obtain required quotations in terms of company policies;
- Evaluate quotations received and prepare comparative analysis of quotations obtained;
- Prepare Procurement Approval documentation and submit for approval;
- Communicate Purchase Orders with preferred suppliers;
- Obtain and record supplier details for take-on, as required by Group Finance
- IT Service Provider Accounts Management;
- Obtain, verify, and reconcile invoices from IT service providers.;
- Ensure invoices are in accordance with contract and agreement and Purchase Orders specifications.
- Confirm supply and delivery of goods and services.
- Authorise and submit payment requisitions for invoices together with supplementary documentation
- Obtain confirmation of payment and forward proof to service providers
- Investigate and resolve billing and invoice discrepancies
- Record Keeping and Cost tracking
- Prepares and maintains calculations for revenue generated (including supporting documentation)
- Maintain database of all relevant IT records and policies
- Maintain records of all relevant cost tracking sheets/reports/dashboards
- Ensure cost & charges allocations to internal users
- Maintain records of all service provider contracts, agreements and invoices with source documents
- Maintain fixed asset registers for all IT equipment and infrastructure in consultation with Group Finance
- Compile monthly call cost reports
- Compile monthly printing cost reports
- Reporting
- Gather, collect and obtain all relevant information and compile and collate various reports/proposals as required.
- Proof reading of reports, policies, and other documents
- Maintain operational manuals of internal processes and procedures (like supplier take-on)
- General Administration
- Administrative assistance in the planning, execution, and implementation of projects
- Assist in resolving queries or issues
- Assist with updating of various dashboards and trackers (including Audit and Risk, IT Risk Register etc.)
- Assist with obtaining reports and requirements for meeting deadlines through follow up with all relevant role players
- Assist with gathering of information for budgeting processes
