Administration and Accounting Officer

Main Purpose

The Administration and Accounting Officer shall work closely with the Accountant to ensure the smooth running of the Company's day-to-day administration, finance and accounting operations. The role is responsible for customer and supplier management, accounting records, inventory administration, reporting, statutory compliance and maintaining effective internal controls.

Key Responsibilities

1. Client Management

• Process customer onboarding, including Credit Application Forms and supporting documents.
• Create and maintain customer accounts in the accounting system.
• Prepare and send Statements of Account (SOA) on a timely basis.
• Follow up with customers to ensure timely collection of outstanding balances.
• Record and allocate customer payments accurately.
• Monitor debtor ageing and report overdue accounts.

2. Supplier & Payment Management

• Verify and record supplier invoices in the accounting system.
• Reconcile supplier statements and resolve discrepancies.
• Prepare supplier payments in accordance with agreed payment terms.
• Ensure suppliers are paid on time.
• Respond to supplier queries regarding invoices and payments.
• Maintain accurate supplier records.

3. Inventory & Logistics Administration

• Ensure all receipts and deliveries of goods are properly recorded and supported by the relevant documentation.
• Prepare and process Goods Received Notes (GRNs), Delivery Notes and other inventory documents.
• Ensure all stock movements are accurately recorded in the accounting system.
• Perform regular stock counts and reconcile physical stock with system records.
• Investigate and report stock discrepancies.
• Maintain accurate inventory records.
• Assist in delivery of inventory items

4. Accounting

• Record accounting transactions accurately and on time.
• Perform bank, customer and supplier reconciliations.
• Maintain complete accounting records and supporting documents.
• Assist with month-end and year-end closing activities.
• Ensure compliance with company policies and accounting procedures.

5. Reporting

• Prepare weekly Debtors Reports.
• Prepare weekly Suppliers Reports.
• Prepare weekly Stock Reports.
• Prepare weekly and monthly Sales Reports.
• Assist in the preparation of management reports as required.

6. Statutory & Tax Compliance

• Prepare VAT computations and VAT Returns.
• Prepare TDS computations and TDS Returns.
• Assist with Corporate Tax schedules.
• Ensure statutory returns are submitted on time

7. Administration & Internal Controls

• Maintain proper filing of finance documents.
• Support internal and external audits.
• Review petty cash and perform periodic cash counts.
• Ensure compliance with internal controls and company procedures.
• Perform general finance and administrative duties as assigned.
• Assist in delivery of inventory items

Candidate Profile

Qualification

• Minimum ACCA Level 1 and currently pursuing ACCA Level 2.

Experience

• Minimum 2- 3 years' experience in a similar role.
• Experience in a trading environment will be an advantage.

Generic Competencies

• High level of integrity and professionalism.
• Good communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Good organisational and time management skills.
• Ability to prioritise work and meet deadlines.

Technical Competencies

• Good accounting knowledge.
• Proficient in Microsoft Excel, Word and PowerPoint.
• Experience with ERP/Accounting software.