ACCOUNTING ASSISTANT – ASSETS – HEAD OFFICE (GRADE 7) – CMED Private Limited

Job Summary

 

The position exists to execute the company’s financial transactions and to gather all the information pertaining to these transactions for timeous production of financial and management reports.

Duties And Responsibilities

 

1.1.1. Commitment and Budgeting
1. Receive approved raised internal purchase orders in order to commit them in the organisational budget.
2. Commitment of all purchase requisitions on a daily basis to ensure that expenditure is budgeted for.
3. Assign allocation codes to every internal request to ensure for easy classification of expenditure.
4. Ensure that all expenditure is authorised and approved to avoid misappropriation of funds.
5. Monitors actual expenditure against budget to ensure that the organisation operates within the stipulated budget and that unbudgeted expenditure is not incurred.
6. Communicates to management of the expenditure to ensure corrective action and informed decisions are made.
7. Provide provinces and other departments with assistance for preparing their budgets to ensure that expenditure is provided for and that all necessary orders are catered for in the budget.

1.1.2. Asset Management
1. Monitoring all physical assets acquired and received to ensure that all fixed assets are accounted for after receipt from the supplier.
2. Coding and numbering of all fixed asserts to ensure that the physical location, number, user and condition of each assert is known for accountability purposes.
3. Maintaining fixed asserts register to ensure that asserts are well documented for record keeping and reference purposes.
4. Identify asserts that have depreciated, ascertain their value as well as recommend for their disposal through auctions to ensure that the organisation does not incur any losses.
5. Ensures that all asserts classified as board for sale are removed from the system in order for the assert register to be well updated.
6. Liaises with Customer Care Clerks in order to receive a list of all auctions that are in progress during that particular time.
7. Sets depreciation rates in accordance to International Accounting Standards 16 and attend auctions to ensure that asserts being auctioned is sold at the agreed stated price.
8. Reconciliation of asserts bought against assert received in order to ensure for consistency and accuracy in record keeping.
9. Ensure that asserts received should have its unique code to avoid duplications in the assert register.

1.1.3. Investing
1. Investing excess funds weekly with financial institutions in order to manage the organizations working capital in the short run and to cater for contingencies.
2. Communicates and liaises with financial institutions to ascertain the institution offering the best service to ensure that the company maximizes profits at the same time minimizing risks.
3. Management of all documentation e.g. deal notes and scouting sheets relating to investments and posting entries into computerised system to ensure that interest earned is correctly captured.
4. Ensures for a roll over after every fourteen days to ensure for diversification of portfolio.
5. Maintain physical investment register to keep track of investments, interests earned, and maturity date as well as to reflect upon principal Accounts.

1.1.4. Valuations
1. Engage in valuations of Government vehicles, valuing them according to years of service and depreciation rate in order to get a true reflection of what the vehicle is worth.
2. Ensures that correct values of conditions of service vehicles of civil servants and government officials are used. (Uses Circular 11 of 2005 for Deputy Secretaries and below and Circular 4 of 2010 for Permanent Secretaries up to the President to determine condition of service)
3. Communicate and attend to management queries to ensure that they have a detailed understanding of the valuation process and for them to clearly understand their condition of service.
4. Ascertain and ensure that necessary authorization is provided before disposing a vehicle and those vehicles are disposed according to policies.
5. Prepare valuation reports that contain details of the vehicle and the owner e.g. engine number, sale price e.t.c in order to necessitate the acquiring of the condition of service vehicle after a certain specified period.

1.1.5. Reporting
1. Prepares budget performance report monthly in order to provide comparison between budgeted expenditure and actual expenditure.
2. Compiles financial performance reports monthly for management to ensure that organisational performance is monitored and variances analysed.
3. Prepares monthly cash flow statements for management to monitor receipts and usage of organisational funds i.e. to determine all sources of inflow and outflows so as to come up with cash balances for the month.
4. Consolidation of cash flow and budget performance to ensure that financial position of the organisation is carefully monitored and controlled.

Qualifications And Experience

 

1. 5 ’O’ levels including English and Maths/Accounts
   2. Diploma in Accounting or Finance
   3. Part CIS, SAAA
   4. 2-3 years of relevant experience.