JOB TITLE: Accounts Assistant

REPORTING TO: Finance Manager
LEVEL: Supervisory
DEPARTMENT: Finance
LOCATION: Nakasongola

DUTIES AND RESPONSIBILITIES

1. Cash and Petty Cash Management

• Receive cash from the General Manager and distribute it to departments as per approved requests.
• Manage and handle petty cash expense payments; perform daily reconciliations and provide closing balances to the General Manager and Finance Manager.
• Oversee the imprest cash advances for various departments, ensuring all reconciliations are accurate and timely.

2. Inventory and Stock Management

• Document all incoming food items, ensuring proper storage and recording.
• Maintain updated stock records, especially for high-turnover items such as fresh produce, starch, cassava roots, and other raw materials.
• Participate in regular stock takes, inventory counts, and monitor usage to minimize discrepancies and losses.
• Verify and record store-in and store-out changes, coordinating closely with the store team at both farm and factory locations.

3. Accounts Receivable and Payable Management

• Record and post supplier invoices and process payments on time.
• Monitor and facilitate payments to suppliers, particularly for essential items like fresh cassava roots and other farm supplies.
• Address and resolve any discrepancies in supplier accounts, maintaining an organized record-keeping system for all financial transactions.

4. Data Entry and Document Management

• Accurately enter financial transactions, receipts, and bills into Tally accounting software.
• Compile, type, and maintain all accounting documents and records in an organized manner at the assigned location.
• Regularly reconcile imprest accounts, reviewing and correcting any mistakes in petty cash or other expense records.

5. Support for Other Departments

• Provide accounting assistance and support to other departments when necessary, especially for special projects or high-demand periods.
• Collaborate with the production and procurement teams to ensure timely, accurate inventory reports and to meet operational requirements.

6. Compliance and Reporting

• Function in accordance with established financial standards, procedures, and applicable laws.
• Prepare reports on accounting activities, stock levels, and discrepancies, and submit these to the Finance Manager and General Manager.
• Monitor cash sales and ensure timely reporting for products like starch, Thippy, sago, cassava flour, and fresh farm products.

7. Food and Inventory Handling

• Ensure all food items are received according to safety and quality standards, inspecting and logging each delivery accurately.
• Track the storage conditions of perishable items and report any concerns regarding quality or stock levels.
• Coordinate closely with the storekeepers to oversee the orderly, secure, and efficient organization of stock.

8. Additional Responsibilities

• Participate in inventory counting, stocktaking, and audits as assigned by the Finance Manager.
• Assist in the documentation and resolution of any inventory or accounting discrepancies.
• Perform any other duties as required by the Finance Manager or other senior staff members, with a prompt and professional response.

KEY SKILLS AND COMPETENCIES REQUIRED

• Proven accounting experience, ideally in accounts payable or receivable.
• Familiarity with bookkeeping, inventory management, and basic accounting principles.
• Proficiency in Tally accounting software, Microsoft Excel, and Google Sheets.
• Excellent attention to detail and accuracy in data entry and record-keeping.
• Strong organizational skills with the ability to manage and reconcile multiple accounts.
• High level of integrity, honesty, and commitment to maintaining confidentiality.
• Ability to communicate effectively and work collaboratively with cross-functional teams.