Project Finance Assistant

**Project Finance**

- Provide efficient Project Finance services on a day to day basis; working on a portfolio of
projects (varying number of projects of different values at any given point in time)
- For assigned project(s), manage and analyse the collection, recording, and allocating of project costs,
ensuring accurate project revenue recognition calculations, and communicating project financial
performance and profitability to project/program management
- Responsible for lifecycle project accounting from creating project accounts in the ERP, to tracking
projects and project budget, validating invoicing, project close-out, and reconciling overall project
payables and receivables to project budgets
- Partner with the Project Manager and project team to establish the project budget, updating budgets, and
making project accounting recommendations as needed when contract modifications or budget changes
arise
- Assist with subcontractor set-ups in systems, subcontractor agreements a nd raising requisitions/POs in UBW
+ receipting invoices; sound knowledge of subcontractor policy and WSP’s standard subcontractor/sub
consultancy agreements; work closely with Procurement team. This includes evaluating subconsultant
invoice submittals for accuracy.
- Provide labour rates where required; transfers hours/expenses following company’s policies/procedures
utilising shared services/GBS team
- Initiate invoicing requests with the GBS team incl. all necessary supporting documentation; maintain
billing information to ensure correct submission of invoices and follow up with project team/client/WSP
AR on late payments
- Monitor key indicators and proactively assist in resolving project exceptions in a timely manner to keep
overall exception count low (exceptions (not limited to): cost overruns, hard limits, costs but no budget,
(aged) WIP (positive/negative), aged AR)
- Assist with other queries from the business as they arise (this may include informing them of the correct
contact person)
- Verify contract and change order characteristics for projects that are small-medium-sized and/or of a
moderate-level of complexity, including reading and interpreting contract language, billing requirements,
modifications, purchase orders, and subcontract/consultant terms

**Reporting and Analysis**

- Utilising ERP, Power Bi (and other tools as required) to produce (internal and/or external) reports on a
regular basis, analyse reports (cost trackers and other project specific reports) to monitor actual
expenditure vs. approved budgets; highlight any variances/issues to Project Managers and Commercial to
assist in minimising financial risk to the business
- Investigate any variances or issues that may arise on a project and resolve with relevant support from other
business sections (e.g. working closely with AP, AR, Procurement, HR and Payroll, Financial Systems
group)
- Attend project-related meetings to inform the team regarding the current status of project financials,
articulating problem projects and following up on any identified actions as discussed
- Assist with proposal costings where required
- Create and submit client or panel reports related to projects

**Compliance and Control**

- Ensure the project accounting and administrative setup is in accordance with revenue recognition policy ,
Delegation of Authority and compliant with SOX 52-109
- Ensure Project data is accurate in UBW, including budgets, project credentials and WBS structure. Ensure
checks are in place for data integrity
- Assist with internal and external audits, e.g. collate documentation within required timeframes, utilising
GBS to extract details
- Adhere to the Project Accounting guidelines and other processes and procedures implemented across the
PFS team

**Training and Development**

- Complete relevant and mandatory training
- Knowledge of IMS and WSP procedures and policies to educate self and others; provide training to new
staff where required, e.g. assist with training new PFS team members, project teams in the use of UBW,
Power Bi, cost trackers etc.
- Identifying/Suggesting Project Finance processes/procedures associated with projects;
share successes with the PFS team
- Contribute to the Project Finance Team and actively share knowledge; chair team meetings
as required
- Ensure you stay up to date with the latest processes, policies, procedures and team updates by being an
active member on the Project Finance Teams page