Accounts Officer – Population Solutions for Health 194 views

To properly record the PSH financial transactions, pay for goods and services received in a timely manner and according to policies and procedures.

Duties And Responsibilities

• Analyses open payables report to check for outstanding advances for all payments before processing.
• Checks supporting documents for adequacy and accuracy.
• Undertakes the three-way match for all vendor payments to confirm that payment is for goods/services actually received i.e., Matching the invoice to the PO, GRN and RQ and other related supporting documents.
• Checks to verify that advance requests and expense invoices are correctly approved as per the approval matrix before payment.
• Checks if vendor invoices meet statutory requirements for VAT and withholding taxes.
• Analyses the documentation to see if expenses are correctly classified according to the 4As principle (Activity, Account Code, Accounting Unit and Account Category).
• Validates expenses using the principle of reasonability, allocability and allowability according to set guidelines.
• Enters invoices into the system accurately and charging correctly.
• Ensures documents are processed within PSH turnaround time and follows up on any documents that have exceeded the normal time.
• Prepares Bank Account Funding Request schedules for the local main operating bank account
as and when necessary.
• Generating EFT and manual payments in QBE.
• Prepares bank instructions accurately ensuring that bank instructions are authorized by signatories on time.
• Updates stakeholders on status of payments and providing payment remittance advices and proof of payment.
• Requests supplier monthly statements of account to reconcile the amount owed against payments owed.
• Compares vendor statement of account against our vendor ledger account history by a reconciliation in excel.
• Prepares reconciliations for utilities and rentals on every payment and on the 15th of every month for all other suppliers.
• Extracts and analyses invoice accrual reconciliation reports for Employee Travel and Supplier advances for checking and tracking outstanding advances.
• Communicates with employees and suppliers on their outstanding advances through emails and phone calls, providing some deadlines for submission of documents.
• Flags and escalates problematic accounts to Supervisors and Management in preparation for taking remedial action in case there is no positive responses from respective employees or vendors on a weekly basis.
• Follows up on advances 7 days from the dates of return.
• Checks if expenses are charged to correct accounts and projects.
• Checks supporting documents on the reconciliations before processing in QuickBooks ERP.
• Applies the released reconciliation to the correct advance for clearance of the receivables balance.
• Reclassifies common cost expenditure using appropriate cost drivers on a monthly basis.
• Amortizes prepaid expenses on a monthly basis e.g., rent, insurance.
• Prepares adjusting journal templates for approval.
• Accrues unpaid but incurred expenses to account for expenses in the correct accounting period.
• Reclassifies outstanding advances according to the donor they relate to.
• Reconciles balance sheet accounts to the General Ledger on a monthly basis i.e. receivables account, withholding tax payable.
• Tracks and prepares Aging reports for operating Advances, receivables, liabilities, and open payables.
• Prepares monthly sub ledger to General Ledger reconciliations for managed Balance Sheet accounts.
• Prepare bank reconciliations for assigned accounts.
• Requests banking details, VAT certificates and Tax Clearance certificates from suppliers.
• Sets up of beneficiary payment details in the PSH electronic payment system.
• Updates the vendor database as and when necessary.
• Verifies vendor VAT registration on ZIMRA website to check for authenticity.
• Scans and archives the tax clearance certificates on the Finance electronic filing system.
• Communicates with suppliers to resolve queries on a timely basis.
• Performs physical verification of inventory on a quarterly basis.
• Checks invoice books and delivery notebooks to confirm occurrence of transactions.
• Records the stock count figures on the stock card.

Qualifications And Experience

• Degree in Accounting
• Part ACCA/CIS/CIMA.
• 3 Years’ experience in accounting fields,
• Very computer conversant (Pastel, QuickBooks ERP System, excel/lotus, electronic mail etc.)