Experience: 3 to 6 yrs.
DETAILED ROUTINE TASKS:
I. Accounting
1. Facilitate payment to suppliers by:
1.1 Checking and monitoring the Accounts Payable Clerks batching and reconciliation of invoices to be paid. Verify and check that the following items are complied with:
1.1.1. All attachments to each Supplier Invoice are complete (Purchase Order/Delivery Dockets /Goods Receipt Note for Stock Items)
1.1.2. Items charged in the Invoice must tally with the Delivery Dockets and Goods Received Note. Should there be discrepancies, query the same from the Purchasing Officer or from the Receiving Department (i.e. Emporium, Hardware or Furniture)
1.1.3. All Invoices must be signed and acknowledged by the corresponding Head/Manager of each requisitioning department.
1.2 Checking the posting of Invoices to the QuickBooks System. Verify the following data:
1.2.1 Supplier Name, Invoice Number, Invoice Date, Proper allocation of amount to the respective departments.
1.2.2 The correct GST Type and amount is entered.
2. Liaise with the suppliers representative (Sales and Accounts Departments) to sort out pending Invoices. Verify the reason for short supply, over-charging and/or follow-up on the Credit Note for returned stocks.
3. Post and enter all Invoices to the QuickBooks. Invoices includes but are not limited to:
Electricity, Water Bill, Telephone and Mobile Bills
Note: If the above-mentioned bills are not received on time, follow-up with the corresponding agencies/companies until said bills are forwarded and paid.
Stock Purchases of the Emporium Department from various suppliers.
Petty Admin purchases and other purchases as directed by the Managing Directors
4. Post and enter cash and cheque Bank Deposits to the QuickBooks.
5. Monitor and maintain the Taubmans (also known as Akzo Nobel) Agency Agreement (only applies to Taubmans Direct Customers):
5.1 Post and enter the Taubmans Manual Delivery Dockets to the QuickBooks System. Amount to be charged should be equivalent to our Purchase Price.
5.2 Compile and send the Pink copies of Taubmans Manual Invoices to the Taubmans Officer in charge. All Pink copies must be submitted before the end of the month for proper cut-off of transactions.
5.3 Request and follow-up for Credit Notes and match the same with our existing records.
5.4 Monitor and follow-up credit notes for returned stocks and short supplied invoices.
6. Perform housekeeping of Client Accounts by adjusting rounding of discrepancies caused by overpayment or short payment. Payments posted not matched with the invoices must also be adjusted accordingly.
7. Uploading and updating QuickBooks data through the start of the day and end of the day procedures. Check that the correct data are copied correctly by checking the Transaction List by Date.
Note: It is also very important that the QuickBooks data are verified and backed-up in an external drive (i.e. flash drive) on a daily basis.
8. Manage and plan the finances of the Emporium Department by keeping track of the Bank of South Pacific Account balance and scheduling the releases of payments to suppliers.
9. Perform other Accounts-related duties as assigned by the Managing Directors and as required by the situation/contingency.
II. Human Resource
1. Check and record Daily Time In and Out of all Admin and jobsite workers.
2. Process and maintain records of staff advances/ loans and corresponding payments through salary deductions and/or cash payments.
3. Process and prepare payroll for the fortnight as follows:
3.1 Encode timesheets to the Excel Payroll Template. Add new template for new employees if necessary.
3.2 Check and include all deductions applicable to the corresponding staff.
3.3 For staffs being paid through Kundu Pei, encode staff salary in the Bank program, print the summary and forward it to the Managing Directors for approval/signature. Once approved, scan the document and email it to the Officer-In- charge of the Bank of South Pacific. Furnish a copy of the document to the Chief Accountant for preparation of the Accounting Entry to the Quickbooks. Finally, distribute the payslips to the corresponding staff.
3.4 For staffs being paid though cash, ask the Accounts Payable clerk to raise and prepare a cheque, obtain the Managing Directors signature and en-cash the said cheque. Prepare Salary packets for each employee according to the Payslip.
Note: To save on the 2% Bank Service Charge for withdrawal of amounts in excess of K5, 000.00, the cash deposit for Hardware and Emporium is used in lieu of the cheque.
4. Prepare NASFUND Summary and forward it to the Accounts Payable Clerk for the preparation of cheque. Deposit the cheque to the NASFUND Account and forward the Deposit slip to the NASFUND Officer in Charge.
5. For separated employees, check and calculate for Leave pay and Long Service Incentive, if applicable. Ask the Accounts Payable clerk to raise the corresponding amount in cheque and forward it to the Managing Director for approval.
6. Employment References may also be provided upon the request of the separated Employee and upon the approval of the Managing Directors.
7. For new employees and/or newly eligible employees, arrange for the opening of their Bank Account in the Bank of South Pacific. NASFUND Forms must also be accomplished and forwarded to the NASFUNDs Officer-in- charge.
III. Bank Reconciliations
1. Getting the bank reconciliations done every month end and sorting out the queries and differences.
IV. Costing
1. Getting the costing done for all the containers that are imported.
2. Getting the price entered in quick books on a timely basis.
3. Getting all the payments related to customs, wharfage, quarantine posted as and when containers arrive.
V. Auditing duties
1. Establishing and fine tuning the existing systems and procedures for the purchasing, logistics, warehousing, and accounts receivable and payable department.
2. Training staff to follow all the procedures and controls established.
3. Check if all the invoices have been correctly entered in the system as per the POs, delivery dockets and quotations supplied.
4. Check if the items have correct codes and correct prices.
5. Check if the bills have been entered on timely manner and make a follow up on all outstanding.
6. Conduct routine stock counts in the warehouse and create management reports.
7. Conduct stock counts in the hardware, furniture and stationery division and enter the counts in the accounting system.
8. Conduct routine staff meetings and email the minutes of the meetings to the directors.
VI. Admin Duties
1. Overseeing the General Security of the Admin compound by:
1.1 Ensuring that all the gates (Workshop sliding screen walls, Warehouse Sliding gate, the Metal Door and the Driveway gates) are locked and all keys for the same are surrendered and kept in the office.
1.2 Ensure that all vehicles usually parked in the compound are brought inside the driveway and keys are secured in the office.
1.3 Ensuring that all security lights are working and all the electrical connections not being used are switched off on the main switch box.
1.4 Ensuring the well being of the entire Admin compound.
1.5 Performing any other administrative duties given by the directors.
VII. Other Duties
1. Assist and guide other staff in Admin and IT concerns
2. Other duties assigned by the Managing Director from time to time.
DETAILED ROUTINE TASKS:
I. Accounting
1. Facilitate payment to suppliers by:
1.1 Checking and monitoring the Accounts Payable Clerks batching and reconciliation of invoices to be paid. Verify and check that the following items are complied with:
1.1.1. All attachments to each Supplier Invoice are complete (Purchase Order/Delivery Dockets /Goods Receipt Note for Stock Items)
1.1.2. Items charged in the Invoice must tally with the Delivery Dockets and Goods Received Note. Should there be discrepancies, query the same from the Purchasing Officer or from the Receiving Department (i.e. Emporium, Hardware or Furniture)
1.1.3. All Invoices must be signed and acknowledged by the corresponding Head/Manager of each requisitioning department.
1.2 Checking the posting of Invoices to the QuickBooks System. Verify the following data:
1.2.1 Supplier Name, Invoice Number, Invoice Date, Proper allocation of amount to the respective departments.
1.2.2 The correct GST Type and amount is entered.
2. Liaise with the suppliers representative (Sales and Accounts Departments) to sort out pending Invoices. Verify the reason for short supply, over-charging and/or follow-up on the Credit Note for returned stocks.
3. Post and enter all Invoices to the QuickBooks. Invoices includes but are not limited to:
Electricity, Water Bill, Telephone and Mobile Bills
Note: If the above-mentioned bills are not received on time, follow-up with the corresponding agencies/companies until said bills are forwarded and paid.
Stock Purchases of the Emporium Department from various suppliers.
Petty Admin purchases and other purchases as directed by the Managing Directors
4. Post and enter cash and cheque Bank Deposits to the QuickBooks.
5. Monitor and maintain the Taubmans (also known as Akzo Nobel) Agency Agreement (only applies to Taubmans Direct Customers):
5.1 Post and enter the Taubmans Manual Delivery Dockets to the QuickBooks System. Amount to be charged should be equivalent to our Purchase Price.
5.2 Compile and send the Pink copies of Taubmans Manual Invoices to the Taubmans Officer in charge. All Pink copies must be submitted before the end of the month for proper cut-off of transactions.
5.3 Request and follow-up for Credit Notes and match the same with our existing records.
5.4 Monitor and follow-up credit notes for returned stocks and short supplied invoices.
6. Perform housekeeping of Client Accounts by adjusting rounding of discrepancies caused by overpayment or short payment. Payments posted not matched with the invoices must also be adjusted accordingly.
7. Uploading and updating QuickBooks data through the start of the day and end of the day procedures. Check that the correct data are copied correctly by checking the Transaction List by Date.
Note: It is also very important that the QuickBooks data are verified and backed-up in an external drive (i.e. flash drive) on a daily basis.
8. Manage and plan the finances of the Emporium Department by keeping track of the Bank of South Pacific Account balance and scheduling the releases of payments to suppliers.
9. Perform other Accounts-related duties as assigned by the Managing Directors and as required by the situation/contingency.
II. Human Resource
1. Check and record Daily Time In and Out of all Admin and jobsite workers.
2. Process and maintain records of staff advances/ loans and corresponding payments through salary deductions and/or cash payments.
3. Process and prepare payroll for the fortnight as follows:
3.1 Encode timesheets to the Excel Payroll Template. Add new template for new employees if necessary.
3.2 Check and include all deductions applicable to the corresponding staff.
3.3 For staffs being paid through Kundu Pei, encode staff salary in the Bank program, print the summary and forward it to the Managing Directors for approval/signature. Once approved, scan the document and email it to the Officer-In- charge of the Bank of South Pacific. Furnish a copy of the document to the Chief Accountant for preparation of the Accounting Entry to the Quickbooks. Finally, distribute the payslips to the corresponding staff.
3.4 For staffs being paid though cash, ask the Accounts Payable clerk to raise and prepare a cheque, obtain the Managing Directors signature and en-cash the said cheque. Prepare Salary packets for each employee according to the Payslip.
Note: To save on the 2% Bank Service Charge for withdrawal of amounts in excess of K5, 000.00, the cash deposit for Hardware and Emporium is used in lieu of the cheque.
4. Prepare NASFUND Summary and forward it to the Accounts Payable Clerk for the preparation of cheque. Deposit the cheque to the NASFUND Account and forward the Deposit slip to the NASFUND Officer in Charge.
5. For separated employees, check and calculate for Leave pay and Long Service Incentive, if applicable. Ask the Accounts Payable clerk to raise the corresponding amount in cheque and forward it to the Managing Director for approval.
6. Employment References may also be provided upon the request of the separated Employee and upon the approval of the Managing Directors.
7. For new employees and/or newly eligible employees, arrange for the opening of their Bank Account in the Bank of South Pacific. NASFUND Forms must also be accomplished and forwarded to the NASFUNDs Officer-in- charge.
III. Bank Reconciliations
1. Getting the bank reconciliations done every month end and sorting out the queries and differences.
IV. Costing
1. Getting the costing done for all the containers that are imported.
2. Getting the price entered in quick books on a timely basis.
3. Getting all the payments related to customs, wharfage, quarantine posted as and when containers arrive.
V. Auditing duties
1. Establishing and fine tuning the existing systems and procedures for the purchasing, logistics, warehousing, and accounts receivable and payable department.
2. Training staff to follow all the procedures and controls established.
3. Check if all the invoices have been correctly entered in the system as per the POs, delivery dockets and quotations supplied.
4. Check if the items have correct codes and correct prices.
5. Check if the bills have been entered on timely manner and make a follow up on all outstanding.
6. Conduct routine stock counts in the warehouse and create management reports.
7. Conduct stock counts in the hardware, furniture and stationery division and enter the counts in the accounting system.
8. Conduct routine staff meetings and email the minutes of the meetings to the directors.
VI. Admin Duties
1. Overseeing the General Security of the Admin compound by:
1.1 Ensuring that all the gates (Workshop sliding screen walls, Warehouse Sliding gate, the Metal Door and the Driveway gates) are locked and all keys for the same are surrendered and kept in the office.
1.2 Ensure that all vehicles usually parked in the compound are brought inside the driveway and keys are secured in the office.
1.3 Ensuring that all security lights are working and all the electrical connections not being used are switched off on the main switch box.
1.4 Ensuring the well being of the entire Admin compound.
1.5 Performing any other administrative duties given by the directors.
VII. Other Duties
1. Assist and guide other staff in Admin and IT concerns
2. Other duties assigned by the Managing Director from time to time.
Contact Details
Recruiter Name:
Jalu / Mansi
Contact Company:
Ela Enterprises Ltd
Email Address:
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