ACCOUNTS OFFICER

 Coordinate with external parties related to the office and equipment, and all levies, the maintenance of the photocopying machine, the cleaning and garden maintenance and other office related issues.
 Assist with covering for other staff that is off as far as practically
 Answer the telephone and transfer calls to relevant staff.
 Welcome visitors and direct them to the appropriate member
 Assist all members of staff with clerical duties
 Keep inventories for stationery, as required.
 Monitoring client accounts and as necessary.
 Process leaves applications and update leave records.
 Apply effective administration and client queries.
 Processes entitlements and maintenance of records and files in accordance with financial policies and procedures.
 Captures and post transactions to Cashbook
 Prepares monthly cash book and bank reconciliations
 Assist to prepare budget forecast & capturing actuals
 Attending to donor report queries
 Preparation of administration payments.
 Attends to audit queries during audit period
 Ensures compliance with organizational policies and procedures
 Assists the Senior Administration Officer in developing and modifying internal administrative processes and procedures for use in improving and standardizing business operations.
 Tags all assets and numbers them and maintains an asset register for easy identification and tracking
 Ensures that all assets are recorded and accounted for in the asset register
 Reconciles asset categories to the relevant accounts
 Reviews procurement packs; completion of checklists, purchase requisitions, quotations, justifications to ensure company policies are adhered to.
 Coordinates necessary arrangements for visitors, including travel logistics, meetings with staff and other stakeholders
 Generate reports to assist in financial management reporting
 Reports weekly to the Senior Accountant on all admin and accounts department issues
 Petty cash transactions management
 Debtors and creditors Management- Filing and registering all daily invoices, cheques, receipts and other supporting documents (hard copy and electronic).
 Manage bank accounts deposits and reconcile accounts monthly
 Keeping records of customer’s accounts and making follow ups on payments daily
 Assist senior accounting and management with any tasks conducted within the accounting department with monthly closing procedures, e.g. uploading
 Preparing financial documents such as invoices, bills, and accounts payable and receivable
 Conducting daily reconciliations of credit card, bank transactions reconcile general and subsidiary bank accounts by gathering and balancing information.
 Control and monitor incoming information from Branches – weekly report with supporting documents for purchases which were done.
 Vendor reconciliation and communication with business partners -phone calls and emails.
 Maintain accurate and complete register of invoices, agreements and all other supporting documents for each and every accounting entry.
 Processing payments in banking system at least once a week, process
 Billing adjustments, refunds and internal transfers; communication with bank.
 supporting documents in share-point, prepare bookings and attaching, in Sage X3 accounting system which Accountant verifies and posts.
 Prepare and update report of fixed asset depreciation, accruals and pre-paid expenses.
 Keep information strictly confidential.
 Monitors expenditures and prepares monthly management accounts project financial accounts
 Assists in the preparation of the audit file, Capturing of payments vouchers in the system,Passing of journals in excel
 Demonstrate knowledge of pastel to process all customer, supplier and stock transaction to include invoices, credit note and stock counts.
 Receiving cash and cheques from customers and ensuring that these are deposited in the bank timely in line with set timelines.
 Complete and keep up to date all records of sales, purchases, receipts, payments, bank transactions, petty cash and all other bookkeeping records and files in the appropriate files according to the procedures.
 Prepare and share customer statements periodically per company guidelines.
 Follows up with the customers all overdue and ensuring that they are settled.
 Monitors debtor balances to ensure they are maintained within the required days.
 Participate in stock counts.
 Capture supplier invoices and managing petty cash transactions.
 Authorise payments for suppliers.
 Preparation and maintenance of files and any other duties associated with audits (Internal and External)
 Prepare payment vouchers, process payments as well as document invoices and issue petty cash.

 Bookkeeping & Receipting.
 Prepares tax payments for PAYE and Other withholding tax.
Day to day transactions.