The document outlines the scope of work for a Finance Administrator role, including responsibilities in the following areas: personal assistant duties for the CFO; finance tasks like managing wholesaler log fees, foreign exchange, and vendor/mobile provider payments; credit card administration; expense management in AZtecs and SAP; training; and providing general support to the Business Services Group. The role involves a diverse range of tasks across finance, administration, systems administration, and customer service/support.

1. SCOPE OF WORK – TOGIDAH ERICKSEN 1
Personal Assistant to the CFO (25%)
 AZtecs expense report allocations (monthly)
 Ensure documents required for approval are forwarded via DocuSign (initiate envelopes for non-account
holder requests)
 Diary management
 General administration
 Travel bookings (Conferences, international and local meetings):
 International and local flights
 International and local Accommodation
 Transfers local and international
 VISA applications (online submission or collation of required documents and submitted to
VISA’s agency)
 FOREX order and buyback requests to Bidvest, and reconciliation thereof
 Ensure Nedbank company credit card limits sufficient for travel requirements
 Enable foreign currency transactions enabled with Nedbank for international travel
 Conference or event registration
Finance Administrator (75%)
 Wholesaler log fees:
 Extract monthly sales report from MedIQ
 Clean data to ensure that non-contracted distributors excluded
 Ensure correct % log fee calculated per wholesaler
 Forward log fee schedules to wholesalers
 Monthly PR/PO creation or amendment thereof in SAP per distributor (approx 23 vendors), as
per schedules
 Ensure invoices are received and submitted for payment
 Monthly tracking to ensure payment on time
 Maintain relations between WholeSalers, AstraZeneca and Genpact
 Query resolution:
 Payments not done timeously
 Ensure Genpact processes credit notes and invoices correctly
 FOREX (Bidvest):
 Authorized signatory for Forex orders (max of R3000.00)
 Submit FOREX orders received to Bidvest
 Submit buybacks received to Bidvest
 Ensure policy adhered to
 Assist Financial Controller with monthly reports
 Assist Financial Controller with monthly foreign currency reconciliation
 Provide required FICA documents to Bidvest annually
 Diners Club Card (held at Bidvest for FOREX order payment)
 Ensure monthly payment of Diners invoice
 Ordering of replacement card when expired

2. SCOPE OF WORK – TOGIDAH ERICKSEN 2
Finance Administrator (cont.)
 Nedbank (183 cardholders):
 Authorized administrator
 Submission of new applications of all new Staff to Nedbank
 Submission of temporary or permanent credit line limit increases as required per cardholder
 Maintain correct permanent credit limit increases/decreases for cardholders as per their
career levels (e.g. when promoted)
 Advise Nedbank in advance of upcoming card expiry dates for each cardholder
 Request monthly updated card listing from Nedbank
 Provide updated monthly card listing to AMEX for service fee charges
 Cancel lost, stolen and Leavers’ cards for every cardholder
 Ensure correct approval procedures adhered to for new applications as well as temporary or
permanent credit limit increases
 Receipt and distribution of new/replacement cards every cardholder
 Liaise with Intercoms regarding unattached transactions for cardholder expense submissions
 Query resolution (frequent and ongoing)
 Mobile number changes for cardholders to ensure transactional sms’es received
 Name changes
 Faulty credit cards reported and replaced
 Genpact:
 Administrator between Marketing Company and Genpact P2P team
 Forward Vendor statements for reconciliation
 Provide monthly Nedbank statements and transactions for all cardholders
 Provide invoices and statements received for debit order payments
 Assist Financial Controller and SAP IT Manager with SAP release group DoA maintenance
 Monthly Payments On Time (POT) reporting, analysis and improvement
 Assist Financial controller with general queries
 Query resolution between Genpact, internal stakeholders and vendors (frequent and ongoing):
 HealthCare Professionals/HealthCare Organization payments not made as per
payment terms
 Non-Purchase Order/EFT payments not made as per payment terms
 Confirm correct banking details provided
 SAP release group and SAP user query resolution
 Reimbursement payments to staff
 Newgen:
 Maintenance of Newgen release groups as per DoA for all HCP/HCP/Non-
PO/EFT/reimbursement payments
 Ensure PO’s completed and invoices paid for all PO creators who have left the organization to
ensure Newgen workflows resolved, until position is filled
 Assist PO creators with Newgen query resolution and pending workflow items
 Assist with ensuring DoA’s profiles created and active in Newgen
 Query resolution (frequent and ongoing)
 Investigate and amend PO’s where values differ from invoice
 Assist in re-routing payment workflows in Newgen to active/available DoA
 Assist with re-routing of payment workflows in Newgen to active/available PO
creators

3. SCOPE OF WORK – TOGIDAH ERICKSEN 3
Finance Administrator (cont.)
 AZtecs:
 Maintenance of AZtecs DoA to ensure submitted expense reports are routed to correct line
manager for approval as per monthly updated organograms (ZA10/HRMM report)
 Maintenance of AZtecs DoA approval limits monthly, as per career levels for all Nedbank
cardholders (ZA10/HRMM report)
 Submit AZtecs data change requests are implemented (e.g. DoA, name or career changes)
 Manual tracking of expense reports submitted
 Shipping of collated monthly expense reports to Bottomline Technologies in the UK, for
expense report and receipts scanning into AZtecs
 Customer services and query resolution for approximately 183 cardholders
 New starters’ access; Finance Administrator to:
 Collate all required information from each cardholder and submit to Genpact,
Procurement Administrator and IT for user creation
 Ensure cardholder’s SAP profile is created by IT Business partner
 Ensure a SAP vendor account is created by Procurement Administrator
 Ensure AZtecs profile is created by Genpact
 Ensure vendor account and AZtecs profile is linked by Genpact and procurement
Administrator
 Ensure all Nedbank credit card transactions have been loaded in AZtecs for expense
report allocation and submission by cardholder/AZtecs user
 Leavers’ expenses; Finance Administrator to:
 Ensure cardholder submits manual expense report
 Ensure all receipts as per statement transactions are submitted
 Collate receipts
 Request proxy
 Create expense report and allocate all transactions to correct cost centre, GL and
activity codes
 Submit expense report and receipts in AZtecs for Line Manager approval
 SLT Report:
 Collate reports received from BSG business units
 Responsible for reporting and analysis of POT (Payment On Time)
 Compliance Line monitoring reporting of:
 HCP late payments
 Travel exceptions (travel booked in less than 14 days of departure date)
 Expense reporting (no receipts declarations)
 General reporting of breaches, approved exceptions and areas of concern
 Geodis Wilson:
 Monthly collation and filing of netting statements with all relevant supporting documents
 Assist Financial Controller with annual imports audit
 Provide all supporting documentation as stipulated in audit requirements from KPMG
 Liaise with distribution department and Genpact for required supporting
documentation

4. SCOPE OF WORK – TOGIDAH ERICKSEN 4
Finance Administrator (cont.)
 Training:
 Monthly induction training of Finance business expense and credit card policies to all new
hires
 Monthly AZtecs expense report submission training to all new hires with company credit cards
 Ongoing distribution of “How To” processes to all AZtecs users / credit cardholders
(screenshot instructions of general processes)
 Training to all staff of FOREX ordering and reconciliation thereof (as needed)
 Workday ambassador to BSG Team (loading of goals, performance reviews and Leave in
WorkDay)
 SAP training to PO creators, for example:
 Purchase Requisition creation for Purchase Order approval
 Purchase Order value amendments
 Goods receipting in SAP
 Cost tracking to assist Managers with monitoring cost centre spend
 Vendor payment tracking
 Mobile providers:
 MTN, Vodacom invoice approvals by CFO and contract owner
 Assist in contract renewals/upgrades (3 active contracts)
 Ensure monthly invoices signed off by contract owner and CFO
 Ensure Country President and Compliance Director’s limits maintained
 Provide monthly invoices and statements to Financial Controller/Genpact or reconciliation
 MTN
 Vodacom
 Cellfind
BSG (Business Services Group) Support:
 Business Expense Policy updates (annual / ad hoc)
 Back-up for ZAScanning Team: Scanning of invoices into Newgen in Sam’s absence and over December
 Back-up for Procurement Administrator: PO creation for urgent orders
 Switchboard duty: Relieve Mpho at least twice monthly
 Canteen, business card and stationery orders
 BSG Departments:
 Finance
 IT/IS
 Procurement
 Supply Chain, Operations and Distribution
 BSG travel:
 SMT, manager and group travel, mainly international
 Project/international visitor arrangements
 VISA application document requirements
 FOREX orders and buybacks
 Nedbank card limit increases and enable foreign currency

5. SCOPE OF WORK – TOGIDAH ERICKSEN 5
Finance Administrator (cont.)
 BSG monthly Team meetings:
 Meeting coordination
 Agenda, Minutes taking and distribution
 Assist with coordination of annual BSG TeamBuild (aim to become project owner)
AdHoc Projects:
 BSG Simplification EXPO (part of committee focused on simplification)
 VEEVA: E2E finance integration (assisting SFE Team along with Financial Controller with required
information)
 AZtecs photo-receipting tester
 SAP PO automation (SAP PO mailbox owner)
 Learn & Share
 This project was initiated by myself, where technical strengths/ soft skills are shared amongst the
business support team
 Ongoing SAP training and user-friendly manuals created and shared with the team