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Main PurposeThe job incumbent shall be responsible for ensuring that all payments requests are properly approved, documented and processed in a timely manner. He / She shall also handle petty cash and provide administrative support where required. Furthermore, he / she shall perform any cognate duties and assist superior for the smooth running of the department.Responsibilities:Accounts Payable:Manages accounts payable in a timely manner.Establishes and maintains relationships with new and existing suppliers.Prioritizes invoice payment processing in order to take advantage of cash discounts to avoir penalties and to adhere to agreed-upon payment terms/plans by : Ensuring availability of appropriate documentation Ensuring correct pricing Seeking relevant approval Keeping proper records of approved invoices and other contractual obligations. Ensuring all expenses are within company policy Comparing purchase orders, prices, terms of payment and other chargesProcesses transactions and performing accounting duties such as recording entries and reconciling books of accounts.Adheres to company policies in the performance of all assignes accounting duties and communicates any compliance deviations to management in a timely manner.Office Operations Support:Performs secretarial duties for the managing director by: Updating his calendar Setting appointments Booking air tickets Communicating with stakeholders on behalf of MD as may be requestedIs responsible for keeping attendance system up to date by: Enrolling /updating/Removing of new recruits/Leavers Monitoring attendance of employees/overtime and keeping records Handling leave management Seeking approval as may be requiredReception:Transfers incoming and outgoing calls to and from concerned parties all by displaying good telephone etiquettePerforms all cognate duties as may be required for the smooth running of the front office such as directing visitors to appropriate contacts.Administrative Duties:Provides administrative support to ensure the smooth running of the day to day operation by: Doing photocopies, scanning company documents as and when required Performing any cognate duties as may be requested by superiorInsurance/ License & Permits Renewal:Handles Medical and Motor vehicle Insurance and Licenses/ Permits renewal by: Liaising with providers/ concerned authorities Enrolling new employees and processing claims as per company policy Registering new vehicle as needed Investigating and resolving discrepancies or issues related to claims Monitoring renewal dates for insurance, road tax, and permits Ensuring timely submission and payment to relevant authoritiesPayment Processing:Ensures payment of stipend with regards to repacking of productsIs responsible for ensuring prompt payment from/ to relevant parties/ authorities by: Obtaining necessary approval Scheduling and processing payments, including cheques, payment vouchers and electronic transfers Monitoring payment schedules to ensure timely disbursements and avoid late fees Verifying invoices and updating amount due after receiving payment Keeping proof of payments Addressing and resolving payment discrepancies and issues with supplierPerforms reconciliation and updates payments on the ERP sytsem accordinglyRecords number of cheque issued/received to/from supplier/client in log bookHandles petty cash transactions and maintain petty cash registerEnsures timely impress of the petty cashDespatch Duties:Receives, sorts and collates incoming/outgoing mailsMakes entries in despatch log accurately before dispatch and ensures required signatures are obtainedLiaises with brokers/couriers to deliver documents/invoice to clients/suppliersProduct Final Costing:Prepares final costing by: Obtaining relevant documents such as GRN from store, broker invoice, freight forwarder, invoice, local charges, transport and storage invoice Calculating insurance Checking exchange rate Inputing COA Updating PalladiumCompliance & Record Management:Ensures compliance with company policies and accounting standardsMaintain up-to-date documentation for audit and internal reviewReports any discrepancies to management promptly
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