HOT Cares are looking for a Senior Finance and Donor Administrator

Position overview

We are seeking a highly organised and detail-oriented Senior Bookkeeper and Donor Administrator with experience in the NPC (PBO) and donor funding environment. The successful candidate will manage the day-to-day financial administration of the organisation, with a strong focus on donor income management, fundraising reconciliation, compliance, project tracking, and reporting.

This is far more than a traditional bookkeeping role.

This role requires someone comfortable working in a fast-paced environment with high transaction volumes during fundraising campaigns and events, while maintaining exceptional accuracy, donor accountability, and financial governance.

Key responsibilities

Financial bookkeeping & accounting

• Full bookkeeping function up to trial balance
• Processing and reconciliation of 5 cashbooks
• Capturing and importing transactions into Pastel and donor management systems
• Processing online payment platform transactions and reconciliations
• Managing EFTs, debit orders, credit card payments, and online donations
• Monthly reconciliations of bank accounts and payment gateways
• Managing creditors, payments, and supplier reconciliations
• Assisting with annual audit preparation and supporting documentation
• Preparing monthly management accounts and finance reports
• Assisting in the preparation of board packs and financial presentations
• Cash flow management and forecasting

• Operational & company financial administration

Donor income & fundraising administration

• Managing approximately 1,200 donors annually
• Administration of recurring donor contributions and debit orders
• Monitoring monthly donor retention and minimising donor drop-off
• Following up on pledged donations and outstanding commitments
• Reconciling donations received across multiple channels
• Managing high-volume fundraising campaigns and event income reconciliation
• Processing and tracking donations in kind received and distributed
• Ensuring accurate donor allocation and reporting

Compliance & tax administration

• Issuing donor receipts and Section 18A certificates
• Managing bi-annual SARS IT3(d) submissions
• Ensuring compliance with NPC / PBO and donor reporting requirements
• Preparing SED affidavits and supporting documentation for donor B-BBEE compliance
• Maintaining accurate donor and beneficiary records
• Supporting governance and company secretarial administration

Beneficiary project & allocation management

• Managing beneficiary assistance as individual project allocations, ensuring accurate tracking of committed support versus actual expenditure
• Creating and maintaining project codes/job allocations for each beneficiary or initiative
• Monitoring outstanding commitments and ensuring all approved support is executed within allocated budgets
• Tracking what has been promised, what has been paid, and what remains outstanding on each beneficiary allocation
• Preparing beneficiary payment schedules and payment packs for management approval
• Verifying supporting documentation, quotations, invoices, and approved allocations before payments are processed
• Ensuring all payments remain within approved beneficiary funding limits and donor allocations
• Reconciling project expenditure against approved commitments and available funding
• Assisting management with visibility on active beneficiary projects, outstanding commitments, and available balances
• Maintaining accurate audit trails and supporting records for all beneficiary-related transactions and approvals
• Financial administration of donor-funded projects and partnerships
• Monitoring budgets for large-scale initiatives and campaigns
• Assisting with financial reporting for donors and partners

Technical & systems competency

• Strong understanding of online payment ecosystems and transaction flows
• Experience working with and reconciling online payment platforms including PayFast, PaySoft, website payment gateways, debit order systems, and credit card processors
• Ability to troubleshoot transaction discrepancies between payment portals, bank accounts, donor software, and accounting systems
• Understanding of payment imports, CSV processing, system integrations, and automated reconciliations
• Experience importing and validating transactions into Pastel and donor management systems
• Comfortable working with digital fundraising platforms, online forms, and donor databases
• Strong general IT literacy with the ability to learn and manage multiple cloud-based systems and platforms
• Ability to liaise with payment providers, web developers, IT support teams, and software providers when resolving transaction or integration issues

Operational finance & office administration

• Managing standard company financial administration and operational expenses including processing and reconciling office-related expenses including office rent, utilities, insurance, office equipment and supplies. service provider accounts and contracts and leases
• Managing supplier invoices and payment schedules
• Maintaining records of service agreements, leases, and supplier contracts
• Monitoring recurring operational costs and assisting with budget control
• Liaising with landlords, service providers, and contractors regarding accounts and agreements
• Assisting with procurement administration and payment approvals
• Tracking company assets and equipment purchases
• Supporting general office administration linked to finance and compliance

Requirements

• Minimum 5 years’ bookkeeping experience, preferably within an NPO, charity, or donor-funded environment
• Strong understanding of donor funding administration and compliance
• Company secretarial experience

• IT knowledge and experience of online transactions work

• Experience with Section 18A certificates and SARS IT3(d) submissions
• Strong reconciliation and reporting skills
• Excellent attention to detail and organisational ability
• Strong Excel and financial reporting skills
• Ability to work independently and manage multiple deadlines
• Professional communication skills when dealing with donors and stakeholders
• Strong understanding of supplier management, recurring contracts, and office expense administration

• Strong systems and IT understanding, particularly relating to online payment processing, payment integration and donor transaction flows
• Comfortable working across multiple digital platforms and financial systems
• Ability to identify and resolve transaction mismatches and integration issues quickly and accurately

Advantageous

• Previous experience managing fundraising event finances
• Knowledge of B-BBEE SED requirements
• Experience working with high-volume donor databases

If you’re passionate about combining strong financial skills with meaningful impact, we’d love to hear from you.

To apply or request more information, please contact us directly or send your CV to info@hotcares.co.za before 24^th July 2026.   Should your application be shortlisted, a member of our team will be in touch with you directly. If you have not heard from us within two weeks of the closing date, please consider your application unsuccessful on this occasion.

We thank all applicants for their interest in joining our organisation and wish you every success in your career journey.