Job Purpose

The accountant is responsible for maintaining accurate financial records, managing accounts payable and receivable, overseeing petty cash operations, supporting inventory accounting, maintaining fixed asset records and ensuring compliance with company financial policies and statutory requirements. The role contributes to the organization's financial integrity through timely processing, reconciliation, reporting and record management.

Key Responsibilities

1. Accounts Payable Management

Capture and process supplier invoices in Sage Evolution.
Prepare payment vouchers for all approved payments.
Ensure all purchase requisitions are supported by supplier invoices before month-end.
Ensure suppliers and creditors are paid within agreed payment terms.
Capture and process supplier invoices relating to petty cash purchases.
Match supplier payments to corresponding invoices in Sage Evolution.
Obtain supplier statements by the 3rd working day of each month.
Prepare supplier reconciliations by the 4th working day of each month.
Monitor creditor age analysis and ensure outstanding items are resolved promptly.
Maintain accurate and organized filing of supplier and procurement documentation.

2. Accounts Receivable Management

Prepare and issue customer invoices through ZRA Smart Invoicing and Sage Evolution.
Allocate and reconcile customer payments against outstanding invoices.
Maintain and update export sales trackers.
Prepare and distribute customer statements by the 1st working day of each month.
Conduct customer account reconciliations by the 2nd working day of each month.
Monitor debtor age analysis and follow up on overdue accounts.
Maintain accurate customer records and support documentation.

3. Petty Cash Management

Prepare petty cash vouchers for all approved transactions.
Verify that all petty cash payments are supported by valid documentation.
Maintain real-time updates of petty cash records and postings in Sage Evolution.
Ensure timely retirement and accountability of all cash advances.
Monitor petty cash balances and arrange replenishments when necessary.
Conduct weekly cash counts and obtain supervisory sign-off.
Prepare monthly petty cash reconciliations and obtain management approval.

4. Inventory and Cost Accounting (Stock)

Participate in monthly stock counts and stock verification exercises.
Ensure stock count sheets are reviewed, approved, and properly filed.
Verify that supplier invoices are allocated to the correct inventory codes.
Process fuel consumption journal entries for all company locations and perform monthly reconciliations.
Process stock consumption journal entries based on approved Bills of Materials (BOMs).
Assist in investigating stock variances and recommending corrective actions.

5. Fixed Assets Management

Maintain an accurate fixed asset register.
Ensure work-in-progress (WIP) transactions are correctly recorded and classified.
Verify that all fixed asset acquisitions are adequately supported by documentation.
Maintain an organized audit file for fixed assets and capital expenditure.
Assist in fixed asset verification and periodic asset counts.

6. Financial Controls and Compliance

Ensure compliance with company financial policies and procedures.
Support internal and external audit processes.
Maintain accurate accounting records and support documentation.
Identify and report financial risks, discrepancies, and control weaknesses.
Assist in month-end and year-end financial closing activities.

7. Reporting

Prepare monthly reconciliations and schedules assigned.
Assist in generating management reports and financial analyses.
Provide accurate financial information to management when required.

Key Performance Indicators (KPIs)

Supplier reconciliations completed by the 4th working day monthly.
Customer reconciliations completed by the 2nd working day monthly.
100% accuracy in invoice processing and reconciliations.
Timely payment of suppliers.
Accurate petty cash reconciliations and cash counts.
Zero unresolved audit findings attributable to the position.
Accurate and timely month-end journal postings.
Clean accounts receivable and payable ageing reports.

Qualifications and Experience

Education

Bachelor's Degree in Accounting, Finance, or a related field.
ACCA, CIMA, ZICA, or equivalent professional qualification is an added advantage.

Experience

Minimum of 2–3 years' experience in accounting or finance.
Experience using Sage Evolution or similar ERP/accounting systems.
Experience in accounts payable, receivable, reconciliations, and inventory accounting.

Skills and Competencies

Financial reporting and reconciliation skills.
Strong analytical and problem-solving abilities.
Attention to detail and accuracy.
Time management and organizational skills.
Integrity and confidentiality.
Proficiency in Microsoft Excel and accounting software.
Good communication and interpersonal skills.
Ability to work independently and meet deadlines.

Forest Fruits Zambia Limited

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