Accounting Assistant

Job Summary

The General Accounting Assistant is responsible for providing administrative and accounting support to the Finance and Accounting Department (AP &AR). The position ensures timely and accurate recording of financial transactions, maintenance of accounting records, preparation of reports ,and compliance with company policies and accounting standards.

Duties and Responsibilities

1. General Accounting Functions

• Assist in the preparation and maintenance of accounting records and financial documents.
• Record daily financial transactions accurately in SAP - accounting system.
• Ensure all accounting entries are properly supported by complete and approved documents.
• Maintain the general ledger and subsidiary ledgers.
• Monitor account balances and assist in account reconciliations.
• Prepare journal entries for recurring and adjusting transactions.
• Assist in month-end and year-end closing activities.
• Verify completeness and accuracy of accounting documents before processing.

2. Accounts Payable Support

• Receive and review supplier invoices, billing statements, and supporting documents.
• Verify invoice details against Purchase Orders (PO), Delivery Receipts (DR), and Receiving Reports.
• Prepare Accounts Payable vouchers and payment requests in SAP Accounting System
• Monitor due dates of supplier obligations.
• Assist in processing supplier payments through checks and online banking facilities.
• Reconcile supplier statements of accounts.
• Coordinate with suppliers regarding billing discrepancies and payment concerns.

3. Accounts Receivable Support

• Assist in preparing customer invoices and billing statements.
• Record collections and customer payments.
• Monitor outstanding receivables and aging accounts.
• Prepare customer statements of account and statement of unpaid charges if any.
• Coordinate with customers regarding payment verification and account reconciliation.
• Assist in monitoring customer credit limits and collection schedules.

4. Financial Reporting Support

• Assist in preparing monthly financial reports.
• Generate accounting schedules and supporting reports.
• Prepare account analysis and reconciliations.
• Perform monthly inventory of supplies
• Compile financial data for management reporting purposes.

5. Inventory Accounting Support

• Assist in monitoring inventory transactions and movements.
• Reconcile inventory records with warehouse reports.
• Prepare inventory schedules and variance reports.
• Participate in physical inventory counts and stocktaking activities.
• Investigate inventory discrepancies and prepare supporting documentation.

6. Document Management and Filing

• Maintain organized filing systems for accounting records.
• Ensure proper safekeeping of financial documents.
• Archive accounting records in accordance with company retention policies.
• Retrieve accounting documents upon request from management, auditors, or regulatory agencies.

7. SAP / Accounting System Responsibilities

• Encode and process accounting transactions in SAP Business One or other accounting systems.
• Generate accounting reports from the system.
• Ensure accuracy of data entered into the accounting software.
• Assist users in validating accounting transactions.
• Monitor system-generated reports and identify errors for correction.

8. Internal Control Compliance

• Ensure compliance with company policies and procedures.
• Safeguard confidential financial information.
• Adhere to established internal control measures.
• Report irregularities, discrepancies, or potential fraud immediately.
• Participate in internal and external audit activities.

9. Administrative Support

• Prepare accounting correspondence and reports.
• Coordinate with other departments regarding accounting concerns.
• Assist in budget preparation and monitoring activities.
• Attend departmental meetings and training programs.
• Perform clerical and administrative tasks related to accounting operations.

Qualification Requirements

• Bachelor's Degree in Accountancy, Accounting Technology, Financial Management, or related field.
• At least 1–2 years of accounting experience preferred.
• Knowledge of accounting principles and bookkeeping procedures.
• Proficient in Microsoft Excel, Word, and accounting software (preferably SAP Business One).
• Strong analytical and organizational skills.
• High attention to detail and accuracy.
• Ability to maintain confidentiality and work under deadlines

Work Schedule:

Monday to Wednesday: 08:00am to 06:00pm

Thursday to Friday: 08:00am to 05:30pm

Saturday: 08:00am to 12:00nn