Job Description

Reports to: CEO 

Collaborates with: Suitable Focus External Finance Team (Payroll, Bookkeeper, Accountant, VAT  Compliance)

Core Responsibilities 

1. Financial Operations & Administration 

– Draft, issue, and track invoices and quotes for clients. 

– Ensure timely collection of payments and follow up on outstanding accounts. – Process supplier and freelancer invoices, ensuring compliance with agreed terms. – Maintain accurate records of receipts, slips, and supporting documentation in Xero.

2. Internal Finance Support 

– Act as the first point of contact for staff financial queries (payroll, reimbursements,  allowances). 

– Manage suppliers, clients, sponsors and partners financial queries. 

– Support onboarding of new contractors/freelancers with clear payment schedules. – Liaise with CEO on cash flow planning and monthly budget allocations. 

3. External Finance Team Coordination 

– Schedule and prepare for monthly/regular meetings with Suitable Focus External Finance  Team. 

– Provide reconciled records for payroll, bookkeeping, VAT submissions, and compliance  checks. 

– Ensure Suitable Focus remains audit-ready with clean, transparent records. 

4. Strategic Financial Oversight 

– Continuously review pricing models, comparing costs, revenue, and profitability. – Provide monthly profitability reports to CEO, highlighting trends and risks. – Recommend adjustments to service pricing or supplier contracts to protect margins. 

– Track project-level profitability (campaigns, events, incubation hubs) to inform  decision-making. 

5. Reporting & Funder Readiness 

– Prepare funder-ready financial documentation (cash flow statements, cost breakdowns, ROI  reports). 

– Support CEO in drafting financial sections of proposals, grant applications, and partnership  agreements. 

– Maintain dashboards that show Suitable Focus’s financial health and impact metrics. 

6. Compliance & Risk Management 

– Ensure VAT, PAYE, and other statutory obligations are met on time (alongside external team  accounting team). 

– Flag potential risks in contracts, supplier agreements, or client payment terms. – Work with external accountants to ensure compliance with South African financial regulations.

The compensation package is structured in two segments: an initial probationary stage followed  by a permanent stage.  

During the probationary period, the focus is on assessing capability, ensuring alignment with  cash flow, and confirming role fit.  

Once probation is successfully completed, the permanent stage reflects market-aligned  compensation for finance administrators in Cape Town, recognizing the added responsibilities  and proven performance. This structure provides both a fair entry point and a clear pathway for  growth within the role.

Benefits & Incentives

– Quarterly performance bonuses tied to invoice turnaround, cash flow improvements, and  compliance milestones. 

– Profitability incentive programme: 5–10% bonus linked to achieving margin targets or  cost-saving initiatives. 

– Hybrid work flexibility: Remote for admin tasks, in-office presence for finance team meetings. 

– Growth path: Potential progression into Finance Manager role within 18–24 months, with  expanded oversight of regional operations as Suitable Focus scales into Kenya, Rwanda, and  Tanzania.

Required Skills & Qualifications

Educational Background 

– Further Education studies in Finance, Accounting, Business Administration, or related  field. 

– Professional certifications (e.g., SAIPA, CIMA, ACCA) advantageous but not mandatory. 

Technical Skills 

– Proficiency in accounting software, especially XERO. 

– Strong knowledge of financial operations: invoicing, payroll, VAT, PAYE, and compliance. • Ability to prepare reconciliations, cash flow statements, and profitability reports. • Familiarity with CRM systems and financial dashboards. 

– Competence in Microsoft Excel and Google Workspace for reporting and analysis. 

Core Competencies 

– Excellent organizational and administrative skills. 

– Strong analytical ability to review pricing models, profitability, and financial risks.

– Attention to detail with a commitment to maintaining audit-ready records. • Ability to manage multiple priorities and deadlines effectively. 

Interpersonal & Communication Skills 

– Clear and professional communication with internal staff and external finance partners. • Ability to explain financial processes to non-finance colleagues. 

– Strong collaboration skills to coordinate with payroll, bookkeepers, accountants, and  compliance teams. 

Experience 

– Minimum 2–3 years in finance administration or accounting support roles (especially working in a growing SME environment). 

– Experience in coordinating with external finance teams and preparing funder-ready  documentation. 

– Exposure to financial reporting for grants, partnerships, or donor-funded projects is a  plus. 

Personal Attributes 

– Integrity and discretion in handling sensitive financial information. 

– Proactive problem-solving and risk management mindset. 

– Adaptability to hybrid work environments (mostly remote + in-office when needed). • Growth-oriented, with interest in progressing into a Finance Manager role.