SPECIFIC DUTIES, RESPONSIBILITIES AND PERFORMANCE STANDARDS

Key Indicators of Success

o    Timeous Month end accounts and reports

o    Clean audit reports

o    Effective cash flow management

o    Effective control over Debtors days outstanding.

o   Liaising with the different departments and the general manager.

o   Compliance with all relevant authorities and legislation

Duties and Responsibilities

o    Highly developed interpersonal and adaptive influencing skills.

o    Sound ability and knowledge to develop robust business processes.

o    Good analytical and numeric skills.

o    Well organized and priority focused.

o    Highly Computer Literate.

o    Ability to work under own initiative in a highly pressured environment.

o    Good listening skills and the ability to anticipate business needs.

o    Able to develop relationships with 3rd parties and the hotel teams.

o    Capacity to read situations and respond accordingly.

o    Full financial function including, but not limited to:

o    Cash Book

o    General Ledger

o    Accounts Receivable

o    Accounts Payable

o    Payments

o    Fixed Assets

o    Payroll

o    Timeous completion of Month End accounts and reports

o    Assisting with annual budgets.

o    Assisting with annual financial audit

o    To assist with, and be involved in developing and auditing of internal controls.

o    Any other duties as may be from time to time required.

o    Attending the monthly business meeting and the annual budgeting meetings.

• Financial Activities

o    A Month End File must be maintained in the prescribed format and periodic checks conducted to ensure that all aspects of the file have been correctly dealt with.

o    All accounting procedures and records applicable to month end procedures meet the requirements laid down in the Accounting Standards Manual.

o    The accounting systems, controls and reporting formats relating to cash management and accounts receivable are in accordance with the laid down corporate Accounting Standards guidelines. The Hotel’s cash flow is monitored to meet short and long term commitments.

o    Adequate controls are implemented in regard to petty cash, cash-up procedures, electronic banking and with regard to the safe-guarding of issued and unissued cheques.

o    Credit policies and checks are implemented and adhered to with regards to tour operators, travel agents, group bookings, etc.

o    Control is maintained over the debtors ledger and appropriate checks and balances are instituted in accordance with standard accounting procedures as laid down.

o    Debtors age analysis must be reconciled to the General Ledger monthly and the Bad Debts provision account reviewed and updated monthly.

o    All payments must be accompanied with a creditor reconciliation and the Creditors List reconciled to the General Ledger Control account. VAT returns and VAT input claimed must be reconciled and VAT returns submitted timeously.

o    Identified key Margins are calculated and reported upon and variances to optimal targets explained/ corrected. Margin Management and benchmarking is implemented in each operational Department and Departmental Management is trained in the relevant concepts and application.

o    Regular inventory stock takes are conducted. Trading Summaries exist for all categories and amounts on different categories are reconciled to the General Ledger.

o    An annual Capital Expenditure budget is prepared and duly authorised by the Regional Office and Hotel Owner prior to the commencement of each financial year.

o    All accounting procedures and records applicable to the budgeting, purchasing, recording, depreciation and control of fixed asset and capital expenditure meet the requirements laid down in the Accounting Standards Manual.

o    A Fixed Asset register is maintained and updated monthly and is reconciled to the General Ledger on a monthly basis.

o    An annual Asset count is conducted and reconciled to the Fixed Asset register.

o    Regular stock takes are taken of operating equipment and the stock sheets are reviewed monthly. Reconciliation is made to the General Ledger.

o    The Hotel is compliant with all statutory obligations including registration for tax (VAT, WHT and PAYE) purposes, employment related registrations, etc.

o    All appropriate regulatory licensing has been complied with, including liquor licensing, fire regulations, etc.

o    Computer access, password protections, software policy, internet/ e-mail usage policy are controlled. Computer access, Electronic funds transfers and Internet Banking are controlled through authorized users and user rights. An audit trail is maintained. Backup and data storage systems and policies maintained.

 General and other Duties

o     The above listed criteria identify the key areas of responsibility of the position and are not all-encompassing description of duties and tasks.  The above criteria will be subject to ongoing review and adjustment.

o    The position requires the employee to perform tasks in any area of the Hotel as requested by Management from time to time.

o    Agree to continuously improve and develop his/her self, by attending scheduled training courses as directed by Management and being committed to making the absolute most of the given opportunity.

o    Be committed to the highest level of service and act in the best interest of the Hotel Guests, fellow colleagues and a selfless commitment to all environmental, social and developmental training initiatives.

Environmental and Social Responsibility                                                              

o    Reduce the use of paper by not printing unnecessarily and recycle used paper.

o    Serve on the waste management committee

o    Participate and actively control all forms of waste and ensure accurate recycling of all glass, papers, plastic, and aluminum and steel form all areas to waste.

o    Participate on the food waste program of Hotel Verde.

o    Assist with power and electricity usage by not having lights or any electrical appliance on that could be switched off not in use.

o    Assist with monitoring waste management and pest control within the hotel and back of house areas.

General and other Duties

o    The above listed criteria identify the key areas of responsibility of the position and are not all-encompassing description of duties and tasks.  The above criteria will be subject to ongoing review and adjustment.

o    The position requires the employee to perform tasks in any area of the Hotel as requested by Management from time to time.

o    Agree to continuously improve and develop his/her self, by attending scheduled training courses as directed by Management and being committed to making the absolute most of the given opportunity.

o    Be committed to the highest level of service and act in the best interest of the Hotel Guests, fellow colleagues and a selfless commitment to all environmental, social and developmental training initiatives.