Finance Admin

Publicis Groupe is a global leader in communication.

The Groupe is positioned at every step of the value chain, from consulting to execution, combining marketing transformation and digital business transformation.

Reporting to the Financial Controller, the Finance Assistant will deal with the day-to-day raising of PO’s primarily for all group travel. The Finance Assistant will play an important role in maintaining all group travel booking and ensuring accounting records are accurate, compliant and complete. Knowledge of general accounting and bookkeeping practices, as well as a strong work ethic, are required.

• Checking and completion of Travel Bookings

• Management of Group travel cost

• Management of Accounts Payable for travel cost

• Assist with Reporting on all travel for the Group

• Ad hoc duties and reports

KEY PERFORMANCE AREAS

Checking and completion of Travel Bookings

Responsibilities

• Ensure all Travel is approved by Line Manager prior to booking.

• Ensure we receive the best rates for all travel

• Ensure PO’s are correctly issued for each travel request.

• Once an invoice is received ensure it is allocated and processed with the correct PO.

• Ensure all travel payments are actioned.

• Process any other entries required for correct month end reporting in the overheads profit

centers.

Targets

• All travel for the group in managed efficiently and timeously.

• Ensure the age analysis on the travel vendor is always maintained and queries are managed through a quick turnaround process

Turnaround times are adhered to.

Management of travel cost

Responsibilities

• Prior to booking and raising PO’s ensure there is budget allocated for the travel.

• Ensure vendor invoices are submitted via the Readsoft system and are captured correctly against the relevant PO.

• Make sure payment is made according to standard vendor payment terms, or according to exceptional terms agreed to by vendor and agency.

• Review list of open POs generated in NAV and the production accounting system (Chase), investigate long outstanding POs, follow up on current POs and determine whether expense accruals should be raised.

• Resolve queries relating outstanding travel cost.

Targets

• Staff vendors created within 24 hours.

• All supporting documentation is attached to expense claim, agrees to amounts being

claimed and totals on the claim add up correctly.

• Costs are allocated to correct vendor and expense account.

• Invoices are processed timeously.

• Invoice queries are resolved within relevant timeframes.

• Urgent payments are submitted to SSC before close of business on Tuesdays.

• Monthly payments are made on due date.

• POs are not outstanding for more than 60 days and that expenses not processed are accounted for in the correct period.

• Queries are resolved within 48 hours of receipt.

Management of Accounts Payable for Travel

Responsibilities

• Review accounts payable age analysis monthly; resolve all accounts with debit balances, unusual transactions or with balances older than 30 days.

• Resolve queries on accounts payable age analysis within 48 hours or agreed timeframe.

Targets 

• Accounts payable age analysis is properly reviewed and submitted to Financial Controller at month end.

• Exceptional items properly identified, and action plan included in report.

Monthly reporting

Responsibilities

• Detailed review with financial controller on all travel and prepare an analytical review comparing to latest forecast on travel Assist and prepare ad hoc reports as requested by

Financial Controller.

Targets

• Prepare a monthly travel report.

Ad hoc

Responsiblities

-Complete ad hoc tasks and reports as requested

by Financial Controller

Targets

• As and when required.

• Reporting and analysis must be correct.

-Submitted by deadline date

• Diploma in Business, Finance, Accounting, or related field, or related on-the-job experience

• Knowledge of Excel, financial systems and business software

• 2+ years ‘experience in a similar position, preferably within a Marketing/Advertising industry

• Knowledge of Excel, financial systems and business software

COMPETENCIES

• Attention to detail

• Ability to adhere to work under pressure and adhere to deadlines

• Good interpersonal and communication skills

• Ability to work unsupervised