Accounts and Credit Officer

Job Title 

Accounts and Credit Officer

Reports To

Finance Manager/ Accountant/ Credit Controller (or any other officer designated by the Finance Manager).

Job Purpose

To ensure proper handling of cash, accurate bookkeeping and   improved business liquidity by ensuring timely collection of debts.

Duties/Key Responsibilities

1. To meet the objectives of the department as set out by the Finance Manager.
2. To maintain excellent working relationships with internal and external customers. Internal customers include all other departments of the Company including Sales and VLC staffs.
3. The Accounts and Credit Officer will cover for three related functions namely cashier, credit control and core finance.
4. The cashier function will be executed as follows: 

1. To receive and verify cash, cheques and credit card payments from customers;
2. To keep in safe custody all monies received from customers, and issue official receipts; And balance receipts before depositing into banks and ensure that duty of care is exercised in the handling of cash/cheques;
3. To prepare banking on a daily basis with zero variance;
4. To prepare and reconcile amount to be deposited at the bank and keep records thereof;
5. To operate a cash register;
6. To prepare, check and reconcile accounts;
7. To assist a designated officer during cash counts

1. The credit function will comprise of the following:
   1. To provide objective, timely and constructive feedback to the Finance Manager / Credit Controller on the status of debtor accounts.
   2. To keep the credit control SOP as a 'live' document, and recommending for updates and updating as required. To follow the processes as defined in the SOP.
   3. Maintaining contact with clients and leasing companies to ensure that invoices are clear for payment.
   4. To monitor debtors account and ensure that payments are done on time;
   5. Timely sending of Credit statements to the customers.
   6. Direct all customer complaints related to credit to the Credit Controller and resolve in a timely manner to enhance customer satisfaction
   7. In case of inefficiencies or breakdown in communications with customers, the Accounts and Credit Officer shall, in consultation with the Finance Manager / Credit Controller, determine the best possible courses of action.
   8. Preparation and circularization of minutes of monthly debtors meeting.

1. The Core finance role will comprise of the following:
   1. To effect necessary posting of local charges, purchase orders and other elements of cost of vehicles as well as provide regular reports as determined by the Finance Manager or the Accountant;
   2. To perform regular checks on the accounts of customers for which delivery is scheduled and ensure that all vehicles are delivered as per Company policy;
   3. Use of appropriate ERP and other Microsoft office tools including but not limited to Microsoft word and excel to produce spreadsheets and other documents.
   4. To provide cover for own team members and the cashiers team as and when required and as directed by the Finance Manager.
   5. To perform other relevant and cognate duties as may be assigned. These include, inter alia, Blackline, write offs requests preparation and consolidation, and checking payment vouchers for refund.
   6. To cultivate and foster an environment that permits free expression of Kaizen ideas

3. To participate in the preparation of periodic accounts (especially the annual accounts) for auditors;
4. To coordinate, conduct and reconcile monthly vehicles stock and participate in parts stock count (perpetual and annual);
5. To perform reversal of VAT on downpayments, VAT reconciliation and client code allocation;
6. To perform monthly stock provision for parts and vehicles and fuel reconciliation;
7. To perform daily counts and reconciliation for coffee coins and issue receipt for any excess;
8. To engage in providing the Company the highest level of reporting.
6. To ensure strict adherence to standard operating procedures (SOP) as will be circularized and updated from time to time and PACI requirements;

Key Relationships

Internal- Management Team, Finance Staff, VLC and Sales staffs All staff related to sales and credit facilities provision.

External- Individual Customers, Fleet Customers, Relevant Authority

Qualifications/ Skills/

Knowledge Required

-        Higher School Certificate with Accounting/Mathematics as a principal subject

-        ACCA Level I or above

-        Have a minimum of 3 years working experience in finance and accounting fields, especially in debtors control, stock/inventory management.

-        Attention to details and ability to reconcile complex accounts,

-        Interpersonal skills, Computer skills,

-        Planning & organizational skills

-        Honesty and integrity

-        Customer Service Skills

-        Calm, confident manner to handle potentially uncomfortable customers.

Other Desirable Competencies      

-        Degree in Finance / Accounting or any relevant business field.

-        Professionalism, Negotiation skills, Good Team Worker

-        Outgoing with ability to interact respectfully with colleagues, team members and customers

Approval Process

Signatures                                    Date

Job Holder

Line Manager