Role Purpose

The resource will execute the day-to-day general sales and accounting function of the company to ensure it is operating within the guidelines of standard accounting principles.

Role definition and Accountabilities

1.1 Invoicing

• Processing of sale transactions and cash receipts (receive, receipt and record)
• Implement good quality control system to ensure that the invoices raised are free from errors.
• Ensures invoices are delivered on time to the customers.
• Addressing customer complaints on timely basis
• Reporting on all outstanding invoices and their aging

1.2 Debt Collection and Management

• Reconciliation of clients’ accounts and Preparation of accurate statement of accounts for all clients on timely basis
• Prepare credit agreements for all credit customers
• Reviewing the credit policy of the company from time to time and ensures that the policy is implemented
• Follow up on clients to speed up payment on invoices
• Ensures retrieval of all tax credit certificates, VAT Relief Purchase Orders (VRPO) and VAT
• Withholding Certificates from clients

1.3 Tax planning, computation and statutory payments

• Responsible for the computation of statutory payments including Corporate taxes, Withholding
  Taxes, PAYE, SSNIT, VAT
• Preparing company’s self-assessment
• Obtaining tax clearance certificate for the business
• Obtain SNIT Clearance Certificate for the company’s business
• Obtaining VAT Dispensation letter for the company
• Liaise with the Ghana Revenue Authority on matters of taxes and other statutory obligations arising from the company’s operations

1.4 Preparation of Financial Statements/Reporting

• Prepare monthly, quarterly financial statements and the Draft Accounts of the company.
• Liaise with company Auditors for the audit of final accounts
• Manage all accounting ledgers
• Prepare daily, monthly and quarterly sales Reports

1.5 Payroll

• Oversee the running of the payroll, ensure accurate deductions for employees and hand over to the CEO for cross-checking and final approval

1.6 Data Integrity (Clean and Reliable General ledger)

• Data entry and ensuring accuracy and integrity of captured data
• Bookkeeping of GHAMERICAN (ledgers) shall have clean records and high data integrity to facilitate reliable financial report

1.7 Data Security

• Liaise with I.T department and external solutions provider to secure financial information to complete database backups on agreed intervals
• Maintain financial security by following internal controls

2.1 Management of Payables

• Ensure there are enough funds are available to meet the day to day payments.
• Report on the available cash position of the company on daily basis
• Report on the payables position of the company on Weekly basis (scheduling of balances)
• Checking and authorizing all approved operational invoices and requests before cheques or transfer letters are issued

2.2 Management of Cash and Bank

• • Checking and authorising approved invoices and requests for payment
  • Petty Cash Management
  • Raising, posting and filing of payment vouchers
  • Ensuring that all payments are matched appropriately to the related invoices
    Issuing of receipts
  • Process cheques and cash for pay in to bank
  • Preparing monthly bank reconciliation of all bank accounts
    Checking, authorising, disbursing, posting and reconciliation of cash

2.3 Administrative Duties

• Participate in staff selection and recruitment for the department
• Participate in the preparation of job description for direct reports
• Responsible for appraisal of direct reports and coordinate with the CEO to ensure that all appraisal reports for the entire unit are completed on time
• Make inputs for personnel training and development of staff in the unit
• Ensure that discipline is maintained within the organization
• Demonstrate knowledge of and support mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality standards and the code of ethical behavior

2.4 Integrated Management System and Compliance

1. Shall assist in developing Accounting Policies and Operating Manual, overseeing their effective implementation and ensuring that the latest revision of documents are available at their point of use
2. Shall assist in the development of Internal Control Procedures for the Department
3. Shall identify up-do-date financial and accounting related legal and other requirements applicable to the company, communicate these requirements to management and enforce compliance.
4. Shall implement “communication, consultation and participation” procedures for the company
5. Shall ensure that all records pertaining to financial accounts are legible, properly identified and stored in a manner that protects them from damage and make them readily retrievable.
6. Retention and disposal procedures for the records shall be established and maintained
7. Perform any other work-related duties as assigned by the supervisor and management

Person – Essential Requirements

Personal Competencies

• Ability to communicate effectively
• Ability to establish and maintain effective working relationships with all levels of staff
• Good organizational skills and the ability to manage time and prioritize work
• Ability to work well under pressure
• Exceptional interpersonal and analytical skills required.
• Leadership skills
• Teamwork
• Knowledge of general freight forwarding terms and standards.

Technical Competencies

• IT Proficiency (MS Office suit and relevant Accounting Software
  Analytical Reporting and decision making)
• Presentation Skills

Education/Qualifications

• HND or Degree in accounting or finance.
• Minimum of three (3) working years’ experience
• Proficient in Microsoft office (Excel, Power point and Word)
• Experience in Sales and use of Quickbooks would be an added advantage.

Personal Competencies

• Meticulous and detail oriented.
• Ability to work well under pressure
• Excellent communication skills
• High standards of personal integrity and adherence to professional and ethical standards

*How to Apply:*
Candidates residing in Tema, Ashaiman, Spintex, Gulf City, Community 22, and 25 are encouraged to apply.

Please send your CV to [email protected] and cc: [email protected] with the subject line *ACCOUNT AND ADMINISTRATIVE OFFICER*

*Deadline for Application*: May 26th, 2024

Only shortlisted candidates will be contacted for further evaluation.