Spar Gaming: Finance Administrator (Gaming)
Location: Gaborone
Closing Date: 31 January 2025
Job Title: Finance Administrator (Gaming)
Overview:
We are looking for an experienced and detail-oriented Finance Administrator to join our growing team in the gaming sector. This is an exciting opportunity for an individual who has a strong understanding of financial administration and a desire to work in a fast-paced, dynamic environment. As a Finance Administrator, your role will be critical in ensuring the smooth operation of the company’s financial processes. The responsibilities include managing accounts payable, overseeing banking administration, handling fixed assets, managing inventory and office stationery, ensuring compliance with financial regulations, and assisting with various expense and payroll activities. Accuracy and a keen attention to detail are essential for this role, along with the ability to work efficiently under pressure and maintain strong organizational skills.
Key Responsibilities:
- Accounts Payable and Banking Administration:
One of your primary responsibilities will be managing accounts payable. You will ensure that purchase orders are allocated correctly to relevant budget line items. It’s important to capture and reconcile supplier invoices and petty cash payments to ensure that financial records are accurate. You will also be responsible for loading new creditors into the banking system and ensuring that proof of payment is communicated in a timely manner. Additionally, you will ensure that all banking documentation, including payments, limit changes, and transfers, is accurately prepared and submitted on time.Another important aspect of your role will be monitoring bank account balances to ensure there is adequate cash flow. You’ll provide regular updates to the Financial Operations Manager on the status of the company’s bank accounts. It’s crucial that invoices are correct, with all necessary details included, and that they match the banking information on file. Payments must be made in line with company policies, and all records should be maintained properly for auditing purposes.You will also manage the petty cash on a monthly basis, ensuring it is reconciled accurately and that the appropriate documentation is in place. In addition to petty cash management, you will prepare payment packs, including valid tax invoices, and ensure that the age analysis remains clean and up to date. - Fixed Assets Monthly Accounting:
In this role, you will be responsible for the monthly preparation and reconciliation of balance sheet items, which will be submitted to the Financial Operations Manager for approval. You will also handle insurance claims, ensuring that the claims are followed up on until they are settled. The fixed asset register is another key responsibility; you will maintain and update it regularly by processing asset additions and disposals.At the end of each month, you will perform depreciation calculations and reconcile fixed asset data with the General Ledger. Ensuring that the company has accurate and up-to-date reporting of LPM (Low-Payout Machines) and CEMS (Central Electronic Monitoring System) data will be another key task. You will also need to investigate any variances that arise and ensure they are resolved in a timely manner. This will involve working with various internal departments and external stakeholders.Your role will also involve assisting with the capitalization of assets and ensuring depreciation is processed in line with company policies. Throughout this process, you will be expected to provide support during audits and ensure that the company remains compliant with all financial objectives and regulations. - Inventory, Office & Stationery Administration:
As part of your administrative duties, you will be responsible for monitoring and maintaining the stock of office stationery. This includes ensuring that there is always an adequate supply for various departments within the company. You will order stationery from approved suppliers, ensuring that the best prices are negotiated for all items.You will also be tasked with keeping the stationery cupboard well-organized, and making sure that inventory lists are accurate and up to date. It’s important that the consumable stationery spreadsheet is maintained and updated regularly, keeping track of movements and usage. Additionally, you will need to review inventory adjustments in the accounting software (Great Plains), ensuring that stock is posted correctly to the General Ledger.Periodic stock counts will be part of your responsibilities, and any discrepancies between recorded and actual stock will need to be investigated and resolved. This may require adjustments to the inventory records, and ensuring that the correct procedures are followed is crucial. - Expense Administration:
Another area of responsibility will involve assisting with HR processes, particularly staff deduction forms for cellphone usage. You will monitor and review staff usage of company assets, looking for any areas where expenditure may be higher than expected. When any significant hikes in expenditure are identified, you will need to report these to the relevant departments.It’s also important that staff deduction forms for payroll purposes, such as those related to traffic infringements or cellphone usage, are submitted on time. You will work closely with HR to ensure that all deduction forms are properly processed.Additionally, you will manage invoices related to fleet services and repairs, ensuring that they are attached to the relevant fleet reports. This will help maintain proper records of the company’s fleet expenses, allowing for better financial planning and budget management. - Compliance and Reporting:
Compliance with both internal and external policies is a critical component of the Finance Administrator role. You will ensure that all processes are aligned with regulatory standards set by the Gambling Authority and any other relevant bodies. This will involve reviewing VAT returns and ensuring they are submitted on time and that VAT payments are made promptly.In addition, you will be responsible for compiling gambling-related financial information and ensuring that the monthly tax returns are accurate and complete. Part of your compliance duties will also include ensuring that the company adheres to the CEE (Corporate Economic Empowerment) and/or Economic Inclusion Act. This involves reviewing procurement sheets and gathering any necessary documentation for audits.During audit periods, you will respond promptly to queries from auditors, providing the requested documentation by the established deadlines. Ensuring that the company remains compliant with all applicable financial regulations is crucial for the smooth functioning of the financial operations. - Payroll Administration:
As a Finance Administrator, you will also have some involvement in payroll activities. One key responsibility in this area is ensuring that traffic fine deduction forms are signed by both the Head of Department (HOD) and the employee. These forms must be submitted to payroll before the designated cut-off deadline.It’s essential that all payroll deductions are processed accurately and on time, and any discrepancies or issues must be flagged for resolution. You will ensure that payroll administration runs smoothly and that employees’ deductions are handled in accordance with company policies.
Qualifications & Experience:
To be successful in this role, you will need a minimum of a Bookkeeping Certificate. Ideally, you should be studying towards or planning to study towards a qualification in Financial Management or Accounting. At least 2-3 years of experience in accounting administration or processing is preferred, as this will provide the practical knowledge necessary to excel in this role.
A solid understanding of general financial accounting principles is required, along with experience in managing fixed assets and inventory administration. An Employee Gaming License will also be necessary to work in the gaming sector.
You should be able to work overtime when needed, especially during busy periods like financial year-end. Availability during these times will be required to ensure that the company’s financial processes are completed accurately and on time.
This role offers the chance to join a growing company in the gaming sector, where you will play a key part in ensuring the company’s financial operations are efficiently managed. If you meet the qualifications and have the relevant experience, we encourage you to apply before the closing date.