Accounts Payables
Supply Invoices:
o Receives invoice from warehouse.
o Check that materials are confirmed received by the warehouse. This should be evidenced by a stamp, signature and date on the face of the invoice.
o Checks P.O. is properly authorized in line with PCN’s authorization manual and correspond to invoice and materials received.
o Otherwise request for appropriate approval by email or signature
o Should carry out monthly reconciliation with warehouse in respect of material received. This should be done to coincide with the monthly cutoff date.
Service Invoice:
o Receives invoice from user department
o Ensure invoice is certified by user evidencing performance of the service
o Ensure invoice has been properly authorized in line with PCN’s authorization manual
Intercompany Invoice:
o Receives intercompany invoices and enters in Tally
Advance Payment:
o Receivesprofomainvoice from warehouse
o Ensure profoma invoice has been properly authorized
Posting:
o Upon completion of the above, enter invoice in Tally System, allocating cost correctly to the G/L and CC
o Prints out voucher and attach copy to invoice
Other:
o For invoices due for payment, and advance payment to vendor make the entry in the Tally to raise payment vouchers and send documents to cash officer for raising cheque or transfer instructions.
o Does bank reconciliation
o From time to time, carries out vendor reconciliation
Cash Officer or Cashier
Petty Cash
o Analyze petty cash expense, request corresponding approval for amount to replenish from MD
o Prepares payment voucher in Tally based on approval received
o Raises cheque for amount to reimburse, get it signed and withdraw from the bank
o Disburse cash for petty expenses based on the approval received
o Release funds for advances and expats allowance depending on sums approved
o Receive money for scrap sales or other materials disposed
o Enter in Tally system receipts for scrap sales and other receipts.
Otherpayments:
o Raise cheques and transfer instructions for staff salaries after receiving appropriate approval
o Receives payment vouchers invoices from accounts payable and raises cheque/transfer for vendor due invoices and advance payments
o The amount approved will determine if payment should be by transfer or cheque
o Raise cheques for taxes and other sort of payments
o Processdraftswherenecessary
o Releases checks
Other:
o Run errands to the bank and any other assignment
o Assist with filing in the department
Accounting
Revenue Recognition:
o Receives monthly, production report from Quality Control department
o Reviews production report with Poly, then enters in Tally system
Invoicing:
o Raise customer invoices based on information received from supply chain
o Enters customer invoice in Tally (this will only be necessary if SC cannot post directly to Tally)
o Dispatchinvoices by courier
Collections:
o Follow up with credit and collection on details of payment from customer to determine how to allocate payment
o Should be in copy of payment alert from the bank
o Post in Tally receipts from customers
FixedAssets:
o Should be copied on the schedule of invoices received from the warehouse to identify items to be capitalized
o Update Fixed schedule with additions, disposals and depreciation
o Gets approval from Diaf Dept. and enters in Tally system
PrepaidExpenses:
o Updates schedule of prepaid expenses, get approval and enter in Tally.
Provisions:
o Enters, Expat PAYE, Technical and commercial fees, consultancy fees, audit fees
Preparation of Financial Statements:
o Prepare (manually in excel file) balance sheet and profit and lost report in USD based on trial balance from Tally
o Update each sheet of the other report
TaxReturns:
o Prepares monthly VAT/WHT returns forDiaf Dept. review.
Chief Accountant
Departmental Activities:
o Coordinates daily activities in the accounts department
Financial Statement:
o Performs monthly controls to ensure accuracy of the financial statements. This include review of revenue recognition process with the Accountant
o Reviews the financial statement with the Finance Manager
Cash flow
o Prepares monthly cash flow statement
o Assist in Cash management by coordinating disbursements with the cashier
Interface:
o Interface with bank, tax authorities and other relevant government agencies
Audit:
o Coordinates yearend audit with external auditors
o Coordinates tax audits from tax authorities
Others:
o Prepares transfer instructions for expats salaries
Tasks to be transferred to other departments
Human Resources:
o Preparation and authorization of expat salaries
Supply Chain:
o Custom clearance
o Customer invoicing process
o Monitoring Project progress and billing
o Coordination with project managers to determine amount to invoice (Contract management)
Credit and Collections:
o Coordinates dispatch of invoices to customer
o Follow up on collection from customer