Job description

 

Job Role: Assistant Accountant

Job Description:

Debtors Accounting

1. Ensure all invoices issued by the Supply Chain team are correctly reflected in the corresponding debtors account.

Reconcile monthly sales journal with Debtors Account.

2. Match invoices with receipts from customers in the system and process related charges (bank fees etc).

Cooperate with the treasurer to repatriate funds to CFAO and confirm ALL transactions are hedged, except for USD.

3. Ensure correct hedging rates are processed for each receipt.

Liaise with the treasurer to ensure timely repatriation of funds and timely receipt of final hedged rates from CFAO to be applied to the received funds.

Check and explain exchange gains and losses on debtors settlement monthly.

4. In case of invoices falling overdue, liaise with the respective departments and customers for immediate settlement.

Monthly Debtors Meeting with FM and MD - prepare minutes of the meetings; action plan; follow-up with updates and explanations.

5. Liaise with the Administrative Assistant to maintain a file for ALL distributors with the contracts, Distributor Creation Request with approvals in Eone.

Existing template with required information to be filled and approved.

Check that Eone settings are as per agreement and approved sheets (payment terms, currency, group or non-group).

6. Monthly Reporting to parent company:.

Debtors ageing by invoice date.

Debtors ageing by due date.

P&L Interco transactions by entity.

Balance Sheet Interco balances by entity.

7. Send monthly statements to customers.

Latest date to input ALL receipts from customers is 1st working day M+1 / ensure all entries are made    in Eone / check and match receipts in bank statements with Eone receipts.

Follow-up with ALL distributors to receive confirmation of their balances and intercompany transactions.

Explain ALL discrepancies - to create file to be updated monthly.

8. Reconcile intercompany transactions and balances.

Upon receipt of figures from distributors, update reconciliation file and send explanations to the FM, to the accounts departments of the customer and to the Business Controller.

9. Prepare and account for debit notes and credit notes to customers in respective ledger accounts.

Upon any request for issuance of manual invoice, debit notes and credit notes which cannot be input from Supply Chain side.

10. Handling Accruals and Prepayments - follow-up and matching with corresponding invoices + liaise with the treasurer for hedging and repatriation of funds and follow-up with Supply Chain department with rates to be applied when invoice is issued.
11. Handling requests from Auditors for all debtors-related queries.
12. Quarterly self-evaluation of PACI Standard Priorites / Internal Audit for the department.

Self-evaluate the department with respect to the questionnaire.

Identify deficiencies and improvements + propose action plans.

Evaluate the consistency of the questionnaire and propose amendments with explanations.

13. Act as back-up for the General Accountant.
14. Create customers in the system and ensure all requirements ae filled by the logistics and business control departments.
15. Ensure timely and accurate invoicing to customers having paid in advance.
16. Assist the Business Controller, Compliance Officer and Logistics department for all customer-related matters.
17. Assist the treasurer in adhoc requirements related to customer accounting and ensure that proper pay-offs and hedging are applied in the system.
18. Ensure a well maintained, clean and accurate sales ledger and GL accounts related to customers.
19. Prepare and explain the debtors balance for weekly meetings.

Creditors Accounting

1. Ensure all purchases are correctly accounted in the corresponding creditors account.

Reconcile monthly purchases journal with Creditors accounts.

2. Process payments in the accounting system and match respective invoices being settled.

Cordinate with the Treasurer for setting-up the automated hedged payments during the set-up process.

Once set-up completed, ensure that rates are received and that the treasurer has all necessary information for requests of funds and hedging from CFAO.

3. Ensure timely settlement of outstanding invoices - Follow-up with respective departments.

Follow-up of due dates and ensure that all due invoices are settled within deadlines.

Ensure ALL payment requests are approved by respective managers and that requested invoices to be paid are already inputted in Eone.

Laise with the General Accounting Department to ensure that ALL manual entries of invoices and credit notes are applied to the corresponding and correct GL account code.

4. Ensure correct hedged rates are used to process all payments.

Check rates received from the treasurer or in Eone correspond to the initial hedged rates.

5. Liaise with the Administrative Assistant to maintain a file for ALL Suppliers with the contracts, Supplier Creation Request with approvals in Eone.

Existing template with required information to be filled and approved.

Check that Eone settings are as per agreement and approved sheets (payment terms, currency, group or non-group).

6. Monthly Reporting to parent company:

Creditors ageing by invoice date and due date.

Intercompany Transactions and Balances (Webforms Interco Liabs and Group-Suppliers).

7. Reconcile intercompany transactions and balances and reconcile statement of accounts received from suppliers.

Follow-up file to be set-up, which can be used for monthly explanations of interco balances and differences in HFM.

8. Prepare and account for invoices, debit notes and credit notes in respective ledger accounts.

Upon any request for issuance of manual invoice, debit notes and credit notes which cannot be input from Supply Chain side.

9. Handling Accruals and Prepayments - follow-up and matching with corresponding invoices + liaise with the treasurer for hedging and request of funds + follow-up with Supply Chain department with rates to be applied when invoices are vouchered in Eone Supply Chain.
10. Handling requests from Auditors for all creditors-related queries.
11. Quarterly self-evaluation of PACI Standard Priorities / Internal Audit for the department.

Self-evaluate the department with respect to the questionnaire.

Identify deficiencies and improvements + propose action plans.

Evaluate the consistency of the questionnaire and propose amendments with explanations.