Support the region to alleviate the administrative workload of project managers and speed up the accounting process surrounding capital spending (capital and capital related expense). In this capacity, there are 7 major activities for which the position is accountable:- Capital Spending ensure that projects are correctly authorised before spending takes place
- Procurement provide support to project teams with procurement related activities
- Asset Management ensure timely transactions for creation, disposal and modification of assets
- WBS elements maintenance ensure precise WBS element structure is available for project manager to break down the spending in project components, capital and expense
- Compliance - monitor project spending and close-out against KPI measures to eliminate Out Of Compliance incidents
- Access control Maintenance
- Capital Spending Ensure that details of authorised Capital Funding requests (spending amounts, funding source, Use and Occupancy date, amongst others) are recorded in the capital forecast tool with the correct authorised value and SAP
Monitor monthly spending recorded in the financial system versus authorised values
Track approved changes to site budget values and ensure that the financial system is updated accordingly
Ensure that dates and Project Status entries are aligned between the system and the capital forecast tool.
Projects are maintained in the project management database
Ensure WBS element structure is created on time for project managers needs and with the correct authorised value Ensure WBS elements are sufficiently detailed to provide simple breakdown and tracking opportunity for expense spending Ensure projects are closed within 60 days of project completion, in collaboration with project managers
- Procurement Act as a central procurement resource, creating Purchase Requisitions and entering Goods Receipts
Run the GR/IR Difference report prior to closing a WBS line and resolve any quantity discrepancies.
Follow up outstanding invoices preventing project closure
- Asset Management Prepare asset creation documentation to close projects
Ensure that all spending is capitalized within 60 days of the asset received
Work with local resources to get this objective attained, when it cannot be completed centrally
- Out Of Compliance Analyse monthly Out Of Compliance reports, identify relevant projects and issue requests for action to relevant teams
Compile the responses for the region and share results
Follow up on action steps to ensure that items are completed.
- Access control support Handle requests from the region for access change
Ensure no access conflicts are permitted
Ensure only relevant roles are assigned
Handle request for delegation of authority
