Brief Role Summary:

To plan, manage and monitor the implementation of all financial management practices, activities and processes in order to deliver on approved operational financial plans and to continuously enhance service delivery. Provide direction, review and report up the line.

This is a Middle Management position.

Key Responsibilities:

1. Financial Controls:
• Maintain a sound financial base of the allocated Branch/s
• Check Income statement on a weekly basis for misallocations
• Investigate all unusual entries
• Monitor the GP% for reasonableness
• Alert Dealer Principal and Departmental managers to any problematic situations or anomalies on the numbers promptly
• Assist and advise all department managers on costs and budgetary performance regularly
• Monitor financial performance of all departments and advise on possible improvement areas
• Reconcile and Review all Balance Sheet accounts – audit file to be done and complete by the 10th working day of every month
• All queries in audit file to be resolved within 30 days
• Responsible for accuracy of reconciliations
• Ensure that journal file is kept to date with proper authorization and supporting documents
• Assist the DP to drive weekly branch management meetings and monthly staff meetings
2. Safeguarding Assets & Risk Management:
• One physical vehicle stock count to be performed monthly – touch ALL vehicles
• Ensure weekly vehicle stock count balance and follow up on reconciling items
• Key and Natis recon to be done by stock controller – check and sign off by FM
• Ensure all stock in transit vehicles are stocked by stock controllers before month
• Perpetual parts stock counts to be done on a monthly basis
• Ensure that cash procedures are in place at dealerships
• Asset counts are done according to policy
3. Expense Management:
• Always get three quotes from suppliers to ensure we are paying the lowest price
• Ensure that all agreements with a period longer than 1 month are covered by a proper SLA and reviewed by Motus legal
• Report excessive expenses to DP & Regional Financial Manager
• All expenses processed in the correct accounting month and department
4. Policies & Procedures are adhered to:
• Ensure that there is proper segregation of duties
• Assess policies and procedures on a regular basis to ensure objective is still being achieved
• Ensure new policies & procedures are implemented with immediate effect
• Report all policies & procedures not adhered to promptly to DP and RFM
5. Communication and Collaboration:
• Coordinate with team members, supervisors, and other departments to ensure efficient workflow.
• Report any issues related to inventory, equipment, or packaging to the supervisor.
• Participate in team meetings and contribute to improving warehouse processes.
  
6.  Responsible for oversight of the Administration at dealerships below:

• Credit Notes

• All credit notes must be authorized by the DP, department manager or Accountant – must comply with regional delegation of authority levels
• Check all supporting documentation is attached and correct a/p credit request

• Cash Sales – Parts & Workshop

• Cash sales to be reviewed on a daily basis – follow up all queries older than 3 days
• Ensure all money received at the branches are receipted immediately and banked daily

• Cash Sales – Parts & Workshop

• Cash sales to be reviewed on a daily basis – follow up all queries older than 3 days
• Ensure all money received at the branches are receipted immediately and banked daily

• Parts & Workshop department

• Review  WIP weekly and ensure open job cards are adequately explained
• Review a sample of job card costing in the workshop – Kia service & maintenance plans and warranty jobs

• After sales

• All after sales should be analyzed to ensure vehicles are not being delivered without being properly reconditioned
• Ensure AOD’s are signed for money to be recovered from staff and salary input schedules updated timely

• SL age analysis

• Proactive Debtors management according to company policy,

• PL age analysis

• Review all PL recons
• Release payments as first signatory
• All queries more than 30 days must be resolved

• Cash on hand and Bank Accounts

• Bank and Cash on hand accounts to be allocated daily
• All queries must be resolved within 3 days
• Ensure monies received at Dealership are banked daily

• Monitor vehicle invoicing & deliveries

• Ensure procedures are in place to prevent vehicles being delivered and not invoiced on Drive

• Vehicle purchase account

• Vehicle purchase accounts should be reviewed on a weekly basis
• Queries to be resolved before month end

•  Vehicle accessory accruals/estimates

• Review “unreceived cost” report on a weekly basis – follow up with stock controller.

• Staff & Salaries

• Train and develop staff as and when required
• Check and submit all staff related documentation to Motus payroll timeously
• All commissions and other incentive to be reviewed and submit to RFM, DP and Payroll in time
• Review monthly salary pre-runs and ensure the correct salaries/commissions/incentives are paid and deductions for AOD’s are correctly completed

7. Reporting

• All reporting, including Hyperion reporting and Hyperion pack, must be accurate and deadlines met as per monthly calendar from RFM

• Compile annual budgets and rolling forecasts for presentation to DP and RFMs
• Timely and accurate FIC, VAT, PAYE and Tax related reconciliations/submissions
• Upload monthly BEE and Sustainability reporting for complete accuracy and completeness

8. Other

 Due to the responsibility of your job function there will always be matters that     needs to be addressed outside of your job description which you will be held responsible for

• Always attempt to sort out queries yourself, inform Regional Office if you have any difficulty in resolving a query
• Report all risks to DP and RFM timeously
• Ensure the company’s best interest is always your first priority

Qualifications:

• Relevant Finance Degree or Diploma in Finance (min 3-year diploma) or equivalent.

Skills & Competencies:

• Drive system experience (All Modules)
• Excel (High proficiency)
• 2 to 5 years Motor Industry experience (preferable)
• Very sound knowledge of accounting and VAT principles
• Good interpersonal skills
• High level of integrity
• Strong leadership and management skills
• Accuracy and detail oriented
• Good administrative and communication skills, ability to work under pressure
• Team player and problem solver
• Energetic, positive and proactive