Vacancy – Financial Assistant – Reporting to Country Operations Manager – Namibia

Financial Assistant – reporting to Country Operations Manager

The roles and responsibilities of this position are as detailed below
FINANCIAL ADMINISTRATION
Primary
• Collate the required daily source accounting information and submit to head office for monthly, weekly and daily reporting deadlines so that your Reporting Accountant can use this information to create a reliable and accurate set of accounts.
Secondary
• Liaise with in-country debtors for the collection of monies as dictated by central accounts function.
• Maintain direct daily relationships with suppliers to appropriately manage expectations of creditors.
• Ensure all statutory information is timeously collected from the various governmental bodies and submitted to central accounts function and in turn statutory returns are submitted on time.
• You have the overall responsibility for ensuring all deadline submissions are on time and appropriately submitted in the correct format to ensure ease of centralized accounts reporting.
• Ensure country accountants receive all necessary invoices and statements on a weekly basis, to update centralized accounts weekly.
• Provide country accountants with weekly bank statements and the relating bank deposit analysis schedules.
• Manage inbound cheques and distribution thereof and daily banking function as quickly as possible so as to maximize interest income and improve cash flows.
• Manage the receipt and subsequent distribution of monthly cheques and keep a register of their disbursement and updating the country accountant weekly.
• Safeguard all company assets on a fixed asset register and ensure that they are well cared for and maintained.
• Control the issuing of all consumable stocks and stationery on a stock card system.
• Ensure all internal control procedures are followed and standardized group templates for reporting are used.
• Daily control of company petty cash receipts and slips ensuring that it continually is balancing.
• Provide country accountants with weekly updated schedules relating to petty cash utilization as well as copies of petty cash receipts and vouchers.
• Ensure a proper filing system is in place and the ALL original documentation is filed and kept safe and neat.
• Assist in preparing and providing information for auditing purposes.
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• Daily control of company petty cash receipts and slips ensuring that it continually is balancing.
ADMINISTRATION
Primary
• Ensure the office and infrastructure is managed to allow each of the staff members time to focus on their primary objectives.
Secondary
• Liaise with other administration staff e.g. cleaner / gardener / security so as to ensure they perform their tasks in line with expectations. There must be clearly set pre-defined daily tasks.
• Ensure overall security of the office is maximized at all times.
• Ensure that all basic office consumable and stationery is monitored and controlled.
• Manage the front office environment by ensuring appropriate management of guests of the office.
• Liaise with central Sales and Marketing to communicate information to be captured to the database.
• Ensure the office environment is appropriately maintained, supplies as required for the daily functioning of the office are readily available.
• Filing of important document is carried out in an orderly and organized method such that they may be retrieved easily.
• Control the use and issuing of consumables such as teas and cleaning.
• Keep control over basic communication costs.
• Ensure that all lines of communication within the office are always functioning (internet / fax / phone).
• Requesting for quotations from various suppliers from a list provided by COM
• Requesting for supplier bank details for easy payment ,opening credit account with suppliers
• Following on supplier invoices which will be send Reporting Accountant
• Handling petty cash issues, payment of electricity, cleaning of office, upkeep of office
• Receiving mails from post office, half the time we miss mails because there is no one to receive them.
• Following up local client on payments and making sure invoices are received by client
• Filling of all landlord contracts nicely, making sure all documents are kept safely and ask Prosper to provide any missing documents from landlord files
• Scanning of invoices for mps and sending them to Country Accountant.
• Following up on Revenue Authority issues and completing relevant forms for VAT and PAYE etc.
• Following up on bank statements which should be balanced with cheques drawn and invoices from suppliers
• Answering phone calls and receiving faxes in office.
Minimum Requirements
• A degree in Finance/ Accounting or studying towards completion of a professional such as ACCA or CIMA.
• A minimum of 2 years working experience in a finance department.
• Knowledge of the country legislation that is applicable to the business.
• A self starter who is able to communicate and function with team members at all levels.
Application process
Applications to be accompanied with a detailed CV with references, copies of educational certificates to the following address hfernandes.na@alliancemedia.com

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