FINANCE & ADMINISTRATION OFFICER AND CORPORATE SERVICES MANAGER

MINISTRY OF YOUTH, SPORT AND CULTURE

“EXCELLENCE FOR UNITY AND PRIDE”

ADVERTISEMENT

REF: MYSC 4/4/32 I (27) DATE: 14th April 2016

Applications are invited from suitably qualified citizens for the below mentioned 12 months contract positions which exist at the Netball World Youth Cup 2017 Local Organising Committee Secretariat under the Ministry of Youth, Sport and Culture, Gaborone. Talented, proactive, self-driven and visionary candidates are therefore sought to fill the two (2) positions.

1. VACANCY CIRCULAR NO. 6 OF 2016 – TEMPORARY CORPORATE SERVICES MANAGER, D1

Salary Scale: D1 (P266, 460 – P294, 180) per annum.

Leave: 30 working days per annum.

Benefits:
a) Severance pay upon the expiry of contract.

b) Payment of accrued leave days upon the expiry of contract.

Qualifications: Bachelor’s Degree in Social Sciences, Human Resource Management, Sport Development or Physical Science or any related field. A Master’s Degree will be an added advantage.

Experience: A minimum of twelve (12) years relevant post qualification experience two (2) of which should have been served at the level of D2 in the Public Service or equivalent level in a Parastatal or Private sector organisation.

Competencies:
• Technical Knowledge of Netball
• Communication Skills
• Strategic Thinking and Innovation
• Problem Solving Skills
• Team Leadership
• Interpersonal Relations
• Assertiveness and Decisiveness
• Critical Thinking and Innovation
• Quality Decision Making

Purpose of the Job:

The incumbent will be accountable to the General Manager, Botswana National Sports Commission (BNSC) and responsible for the equitable implementation of the Netball World Youth Cup 2017 Secretariat’s terms and conditions of employment, policies and practices, industrial relations and staff welfare, and the provision of efficient value for money administration and procurement services. The incumbent will further be required to organize, manage and control the Preparation of accounts and financial statements, in accordance with deadlines and in compliance with international accounting standards which represents an accurate and true reflection of the Secretariat’s accounts.

Key performance areas:

• Existence of effective Human Resource and Administration policies, practices and procedures in line with Botswana Labour Laws.
• Minimize employee grievance and complaints by speedy resolution of disputes
• Promotion of constructive management employee relations
• Efficiency of administrative services
• Effective and efficient management of staff relations (organizational climate)
• Accuracy of Accounts and compliance with deadlines
• Compliance with accounting systems and procedures
• Security and integrity of data
• Minimize audit queries

Core Accountabilities and Responsibilities:

1. Provides strategic HR direction by managing the overall human resources functions and the development of best practice methods thus ensuring implementation of appropriate initiatives to meet the Secretariat’s manpower requirements and strategies.
2. Ensures uniform and consistent application of the Secretariat’s policies, evaluates and reviews existing policies governing conditions of service, HR practices taking cognizance of statutory requirements and regulations governing labour force in Botswana.
3. Fosters a working environment which is conducive to the development of motivated integrated team and positive working relationships through optimizing consultative and communication process and equitable implementation of disciplinary and grievance procedures.
4. Develops and implements the Secretariat’s accounting policy, systems, and procedures and advises the General Manager on all financial matters.
5. Coordinates the Secretariat’s budget planning process and assists relevant officers in budget preparation, consolidates overall organizational budget.
6. Monitors the Secretariat’s expenditure against budget and provides timely advice on the financial situation.
7. Manages the maintenance of accurate records of the Secretariat grants allocation.
8. Manages signing of Service Level Agreements with Service Providers and Sponsors.
9. Presides over the internal tender process to ensure compliance with procedures in place and acquisition of capital assets and services.

2. VACANCY CIRCULAR NO. 7 OF 2016: TEMPORARY FINANCE & ADMINISTRATION OFFICER, D3

Salary Scale: D3 (P201, 516 – P222, 468) per annum.

Leave: 30 working days per annum.

Benefits:
a) Severance pay upon the expiry of contract.

b) Payment of accrued leave days upon the expiry of contract.

Qualifications: Bachelor of Accounting/Commerce/Finance or any related field.

Experience: A minimum of eight (8) years relevant post qualification experience two (2) of which should have been served at the level of D4 in the Public Service or equivalent level in a Parastatal or Private sector organisation.

Competencies:
• Good Interpersonal Skills
• Good Communication Skills
• Attention to Detail
• Analytical and Problem Solving Skills
• Computer User Application Skills
• Financial Management
Purpose of the Job:

The incumbent will be reporting to Corporate Services Manager and responsible for provision of general financial and administrative support including budgeting, maintenance of up-to-date records and reports on financial transactions, banking, credit control and general records management.

Key Performance Areas:

• Accounting Support
• Banking
• Budgeting
• Credit Payment
• Procurement
• Records and Information Management
• General office administration (records management, management of office supplies, management of petty cash)

Core Accountabilities and Responsibilities:

1. Ensures that the laid down financial procedures are followed at all times.
2. Assists in the Secretariat’s budgeting process.
3. Updates the Secretariat’s 2017 grant allocation and monitors the grant allocation balance.
4. Maintains proper filing system of all transactions within assigned responsibilities for audit and accounting purposes.
5. Checking supplier invoices for pricing, coding, limits, authority and validity and taking up queries with suppliers.
6. Receives invoices from creditors and inputs invoices into the computerized accounting system and raises cheques for authorized payments.
7. Inputs supplier invoices and expense claims into Finance System and makes reconciliations.
8. Timely payment of all accounts including supplier invoices, bank transfers and payroll liabilities.
9. Administers payroll for authorization and transmission.
10. Mainatains petty cash.
11. Raises debtor invoices as and when required.
12. Types letters, memoranda, reports and minutes for staff other than those with Secretaries (items maybe highly confidential) on request using an appropriate word processing package.
13. Adheres to high standards of confidentiality and professionalism.

APPLICATIONS:

Applicants should quote the number of the vacancy circular and give the following details:

● Full names and contact details.
● Brief summary of career with duties (Curriculum Vitae and current basic salary)
● Certified copies of certificates and National Identity card.
•At least two (2) recent references (not more than 2 years).

In case of serving officers, the following should be provided:

● Date of first appointment
● Present post, salary scale and date of appointment thereto.

Important:

All applications from serving public officers should be routed through their Heads of Department and Permanent Secretaries. Applications not so routed will not be considered.

Only shortlisted candidates will be responded to.

Applications should be addressed to:

The Permanent Secretary
Ministry of Youth, Sport and Culture
Private Bag 00514
Gaborone

OR Hand Deliver at MYSC, Central Business District, behind High Court of Botswana, sixth (6) floor, Records Management Unit.

In addition, applicants are required to submit an electronic summary of their CV. Please e-mail bkgwaadira@gov.bw and tmonnaesi@gov.bw to request for the required CV format.

Closing Date: 23rd May 2016

For further information required contact the Human Resources Office on: Phone: 3682600