Bookkeeper

DUE: 31 OCT 2023

Bookkeeper: Customs clearing and forwarding industry

DUTIES

• Preparing of monthly Management Accounts
• Cash Management
• Overseeing debtors and creditors management
• Supervision of accounts department and making sure all accounts are kept up to date.
• Reviewing and recommendation of improvement of procedures (SOPs) and internal systems control.
• Attending to taxation matters
• Finance Policy Formulations
• Preparation of year-end accounts and audit preparation and liaison.
• Preparation of budgets and projections
• Preparation of internal/external audit
• Fixed assets register supervisions/capex.
• Checking all reconciled nominal ledger accounts.
• Petty Cash reconciliation
• Bank reconciliation
• Payroll reconciliation
• Customs duty prepayment account reconciliation
• Oversight role on Purchasing, Asset Maintenance, General Administration & Property Tenancy Management

PREPARATION OF MONTHLY MANAGEMENT ACCOUNTS
• Supervision and checking of all monthly payments in the cash book, approving cash book entries (correction and authenticity) and account allocations.
• Supervision and checking of all creditors entries including account allocation and approving creditors’ analysis report.
• Checking and approving all debtors’ entries into the cash book and authorizing the correctness of receipts allocation report.
• Checking and originating all journals before they are posted into the system.
• Ensuring that all expenses, creditors or debtors for that particular month are captured into the system.
• Checking and approving the daily journals.
• Checking and analyzing all variances on timeous basis for management decision making.
• Circulating management reports and accompanying schedules.

CASH MANAGEMENT
• Preparation of short term cash flow
• Preparation of weekly cash flow and fortnightly cash flow for management meetings on cash management.
• Preparation of accompanying schedule such as: – Local debtors – major Clients:
– Local creditors expected payments.
– $ dollars cash flow for six months.
– United states dollar cash flow for six months.
– Combined (Z$ and US$) cash flow for six months.

PREPARATION OF LONG TERM CASH FLOW
• Preparation of long term (12 months) cash flow for management
• Cash flow preparation as and when required by financial institutions.
• Managing bank accounts as to ensure optimal utilization of all facilities.
• Liaising with financial institutions on matters concerning our bank accounts and facilities.
• Ensuring that the credit controller banks all cheques on daily basis and to ensure that payments are controlled so as to reduce the interest expense.

OVERSEEING DEBTORS AND CREDITORS MANAGEMENT
Debtors
• To liaise with clients on matters regarding outstanding debtors.
• Discussing on a weekly basis with management to ensure that debtors collection is being properly done and that all receipts are banked the day they are collected.
• Monitoring all debtors statements and ensuring their correctness.
• Liaising with foreign debtors on all outstanding debts and sending statement thereof.
• Liaising with MD on debtors (foreign) receipts and utilization of funds.
• Responsible for doing all debtors’ reconciliation.

Customs duty reconciliations

Responsible for all clients duty reconciliation to make sure our cash flows are not affected in this area. All duty recons are to be done regularly as and when agreed by management.

Creditors
• Ensuring that on a monthly basis all creditors (local and foreign) are reconciled.
• Ensuring that all statutory payments are made on time to avert penalty and interest payment – PAYE, corporate tax, tax on dividends.
• To schedule creditors’ payments in such a way that our banks balance would not exceed the stipulated limit.
• To relate debtors and creditors in such a way that smooth cash flow will be achieved.

SUPERVISION OF ACCOUNTS DEPARTMENT
• Managing on a daily basis the smooth functioning of the accounts department.
• Coordinating the functions of debtors, creditors and costing section in such a way that the ultimate goal or objectives of the department are achieved.
• Ensuring that each subordinate meets his/her deadline or target to produce management reports timeously for decision –making purposes by management.
• Making sure that each and everyone knows what is required in his job, that only accurate data is entered, and reports are produced for management.
• Holding of departmental meetings as and when necessary to ensure that information is disseminated in regards to any new requirements, problems
within the department, problems with the systems and information technology and the way forward for the department.
• Ensuring that everyone in the department receives or attends any training necessary to improve performance at work and on execution of one’s job.

REVIEWING AND RECOMMENDATION OF PROCEDURE AND INTERNAL CONTROL SYSTEMS

• Ensuring that existing Standard Operating Procedures are maintained and adhered to by everyone.
• Improving SOPs as and when required and the need arises.
• Creating new SOPs where there are loopholes in the operations and functions of the accounts department.
• Ensuring that internal control systems are followed and that everyone in the department is maintaining professionalism.
• Liaising with the MD on matters regarding second opinion, for instance where internal control or procedures need to be altered or improved.

ATTENDING TO TAXATION MATTERS
• Computation of the annual corporate tax.
• Compilation of the annual tax return form.
• Ensuring that the QPD are paid timeously to avert penalties and interest cost.
• To utilize fully all the Income Tax (chapter 24:03) provisions in such a way that the tax liabilities will be minimized.
• To ensure that PAYE and other taxes are paid as and when due.
• To check and approve the Value Added Tax return form.
• Preparation of annual accounts for audits purposes.
• Ensuring that a proper audit planning is done so as to achieve target dates for audit.
• Ensure that all audit schedules are accurate and complete.
• To swiftly and accurately attend to all auditors’ queries to reduce time spent on audit.

BUDGET AND PROJECTION PREPARATION
• Preparation of annual timetable or budget plan.
• Liaising with all departmental heads as to their contribution.
• Computation of the department expense budget for all departments.
• Preparation of the budgeted income statement.
• Preparation of the budgeted cash flow statement.
• Preparation of the budgeted balance sheet.

FIXED ASSET REGISTER SUPERVISION / CAPEX
• Checking and supervision of the fixed asset register
• Making sure that new acquisition of fixed asset is budgeted for and properly acquired.
• All new assets acquisition must be authorized by the Managing Director.
• Making sure that all new acquisitions are captured correctly into the register.
• Ensuring that all asset disposals have been authorized by the Managing Director.
• Ensuring that the register is reconciled to the nominal ledger.
• Checking the fixed asset register schedule for Annual Accounts /Audits.

CHECKING AND APPROVING NOMINAL LEDGER RECONCILIATION
• Ensuring that each subordinate has reconciled his or her nominal ledger account.
• Checking these ledger accounts and effect necessary correction.
• Checking for any mis-post on these accounts.
• Bringing to the attention of management, accounts which need their opinion or decision, for instance recoverable which are not collectable, accounts which need to be written-off if any

AUDIT PREPARATION
• Audit schedules should be prepared and all adjustments should be done in the financial records before commencement of the audit.
• Draft financial statements should be in place on date of audit entry
• Make sure there is sufficient resources for the coming auditors
• Make sure that the internal controls and procedures are well defined by your team

VEER-SECURITY
• Monitor the day-to-day financial operations within the security department, such as payroll, invoicing, and other transactions as well as client’s contract issues that have an impact on Finance

OVERSIGHT ROLE ON PURCHASING, ASSET MAINTAINANCE, GENERAL ADMINISTRATION & PROPERTY TENANCY MANAGEMENT

OTHER
Any other duties assigned by the Managing Director

REQUIREMENTS

• Education – 5 O levels including English and Mathematics/Accounts
• At least 2 A level passes
• Higher Technical, Professional or University
• Degree in Accounting/ HND ACCOUNTING/ ACC ACIMA/ CIS
• Commercial, Industrial or Professional Experience: 4 years and above
• Knowledge of Customs clearing and forwarding is an added advantage.

Female candidates are encouraged to apply.

TO APPLY
Email: cv.employment48@gmail.com