JOB DESCRIPTION: Bookkeeper
Purpose of the position
To complete the full bookkeeping function from source documentation to trial balance and record the day-to-day financial transactions of the business, including purchases, sales receipts, and payments.
Ensuring all transactions are recorded in the correct ledger and computing, classifying, and recording numerical data to financial records.
To oversee and manage the fleet of vehicles within an organisation.
To manage the procurement process efficiently and effectively to ensure the organisation obtains goods and services of the right quality, at the right time, and at the best possible cost.
To ensure the smooth functioning, safety, cleanliness, and overall maintenance of the office environment.
Formal Education and Experience Requirements
Driver License (valid) with own transport for local travel
Diploma/ Certificate/ National Diploma of BCom Accounting
5 Years working experience in an accounting environment as a bookkeeper
Accounting packages (ACCPAC is preferable) and MS Office literate
Knowledge of new accounting policies, e.g. IFRS
Experience in Financial and Accounting processes, management accounts, and budgeting
Experience in Project accounting
Ability to engage constructively with internal and external stakeholders
Role and Competency Requirements relating to Motivational Fit for Role Profile
Good communication and interpersonal skills with colleagues, employees, and management (internal and external stakeholders)
An eye for detail
The ability to meet deadlines
The ability to communicate complex data in a clear way
Exceptional organizational skills
The ability to prioritize projects
Customer service skills
Excellent data entry skills
Be prepared to work under pressure
Be a team player
Time management – be able to prioritize task requirements to ensure delivery of duties
Time keeping and punctuality in line with business requirements
Confidentiality of company records
Key Performance Area
Your performance will be measured by way of the key performance Indicators (KPI) outlined below:
Accounting and Financial
Updating of Financial Records: Day-to-day processing of Bank statements, supplier and customer invoices in ACCPAC for all group companies.
Accuracy in Financial Records: Ensuring that all financial transactions are accurately recorded, categorized, and captured into ACCPAC.
Timely Financial Reporting: Constantly maintaining up-to-date financial records for reporting within established deadlines.
Compliance and Regulation: Ensuring compliance with accounting principles, financial regulations, and company policies, as well as keeping abreast of changes in regulations that may impact financial reporting.
Budget Management: Monitoring that all costs are managed within agreed budgets and procurement is done according to approved policies.
Accounts Payable and Receivable Management: Efficiently managing accounts payable processes (vendor payments, invoices, etc.) and accounts receivable processes (customer invoices, collections, etc.) to maintain positive cash flow.
Bank Reconciliation: Regularly reconciling bank statements with accounting records to identify and rectify discrepancies.
Documentation and Record-Keeping: Maintaining organized and up-to-date financial documentation, including invoices, receipts, contracts, and financial statements.
Collaboration and Communication: Collaborating with other departments, financial stakeholders, and external parties (such as auditors or tax authorities) as needed, and effectively communicating financial information and insights.
Fleet Management
Vehicle Maintenance and Upkeep: Ensuring that all vehicles are properly maintained, serviced, and in good working condition to minimize downtime and repair costs.
Fuel Management: Monitoring fuel consumption, optimizing fuel efficiency, and managing fuel expenses to reduce operational costs and environmental impact.
Safety and Compliance: Ensuring vehicles meet safety standards and regulatory requirements, including proper licensing, insurance, inspections, and adherence to transportation regulations.
Asset Utilization: Maximizing the utilization of vehicles to optimize productivity and minimize idle time, underutilization, or overutilization.
Cost Management: Managing and controlling costs related to vehicle operations, maintenance, repairs, fuel, and other expenses to align with budgetary constraints and financial goals.
Driver Performance and Training: Monitoring driver behavior, performance, and adherence to company policies, as well as providing training and support to improve safety, efficiency, and customer service.
Inventory and Asset Tracking: Maintaining accurate records of vehicle inventory, tracking assets, managing vehicle acquisitions, disposals, and replacements as needed.
Environmental Impact: Implementing initiatives to reduce carbon footprint, promote eco-friendly practices, and comply with environmental regulations and sustainability goals.
Technology Integration: Leveraging technology such as fleet management software, telematics, GPS tracking, and data analytics to optimize fleet operations, monitor vehicle performance, and make data-driven decisions.
Customer Service and Satisfaction: Ensuring vehicles are available and reliable for customer deliveries or services, addressing customer inquiries or issues promptly, and maintaining positive relationships with clients.
Procurement
Cost Savings: Achieving cost savings through strategic sourcing, negotiations with suppliers, and implementing cost-effective procurement strategies.
Supplier Management: Building and maintaining strong relationships with suppliers, evaluating supplier performance, and ensuring timely delivery of quality goods and services.
Procurement Process Efficiency: Streamlining procurement processes, reducing cycle times, and improving efficiency in sourcing, purchasing, and contract management.
Compliance and Risk Management: Ensuring compliance with procurement policies, regulations, and ethical standards, as well as managing risks related to supply chain disruptions, supplier quality issues, and contract disputes.
Quality Assurance: Ensuring the quality and reliability of procured goods and services, conducting supplier audits, and implementing quality control measures.
Inventory Management: Optimizing inventory levels, reducing excess inventory, and managing inventory turnover to minimize carrying costs and stockouts.
Sustainability and Social Responsibility: Promoting sustainable procurement practices, considering environmental impact, supporting ethical sourcing, and addressing social responsibility concerns in procurement decisions.
Contract Management: Managing supplier contracts, negotiations, and renewals effectively, monitoring contract performance, and enforcing terms and conditions to maximize value and mitigate risks.
Office Maintenance
Facilities Maintenance: Overseeing the general maintenance and upkeep of office facilities, including building infrastructure, lighting, plumbing, and electrical systems.
Equipment Maintenance: Managing the maintenance and repair of office equipment such as computers, printers, copiers, telephones, and other technology devices.
Health and Safety Compliance: Ensuring compliance with health and safety regulations, conducting regular inspections, implementing safety protocols, and addressing potential hazards in the workplace.
Security and Access Control: Implementing security measures, managing access control systems, monitoring surveillance cameras, and ensuring the safety and security of office premises and assets.
Vendor Management: Collaborating with maintenance service providers, contractors, and suppliers to ensure timely and quality service delivery, negotiate contracts, and manage vendor relationships.
NB: This job description contains only the main accountabilities relating to the post and does not describe in detail all the duties required to carry them out.
Job Type: Full-time
Pay: R20000,00 per month
Education:
Diploma (Required)
Experience:
Bookkeeper: 3 years (Required)
Application Deadline: 2024/05/31
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