Department/Section: Finance Number of Incumbents: 1. Name of Analyst: Date of Analysis: 13 April Print Name Signature Date

Transcription

1 Organic Africa Job Description Managerial Section 1: Identification Job Number Band Grade Job Title: Accountant Location: Head Office Department/Section: Finance Number of Incumbents: 1 Name of Analyst: Date of Analysis: 13 April Name of Job Incumbent[s]: 2 AGREED BY INCUMBENT Print Name Signature Date 3 AGREED BY CHIEF EXECUTIVE OFFICER Print Name Signature Date Page 1 of 9

2 Section 2; General Description Producing the final monthly and year-end Trial Balance, monthly and year-end accounts in the accounting system, human resources management, as well as administration functions for Organic Africa Holdings 2.1 Key Outputs and Extent of Discretion: Key Output 1: Manage the day to day finances and to assist in developing budgets/cash flows and forecasts for existing and future projects/companies. Key Output 2: Produces each SBU s monthly management accounts and year end financials and all relevant financial schedules. Key Output 3: Maintains group general ledgers covering debtors and creditors ledgers and fixed asset registers, inspecting for accuracy and timing. Key Output 4: Administers staff contracts, payroll and related activities ensuring accurate and comprehensive data and information and controls. Key Output 5: Maintains project accounts, presents and liaises with business partners ensuring compliance with their requirements. Key Output 6: Ensures tax compliance with Zimbabwe Revenue Authority (ZIMRA) and compliance with any legal requirements in finance and human resources. Key Output 7: Maintains, Belina and Pay net software up to date. Page 2 of 9

3 2. 2 Three level organisation chart: (a) Job Title: Supervisor/Manager Finance Manager (b) Job Title: Incumbent (Job being described) Accountant (c) Job titles of immediate subordinates and number of incumbents Accounting Assistant Page 3 of 9

4 2.2 Major Activities Relating to Each Key Output Key Output 1: Manage the day to day finances and to assist in developing budgets/cash flows and forecasts for existing and future projects/companies. 1. Implement financial procedures 2. Implement and monitors budgets and cash flows 3. Ensures that finances are accurate and well managed 4. Ensure that the value chain for each area is as efficient and as profitable as possible Key Output 2: Produces each SBU s unit monthly management accounts and year end financials and all relevant financial schedules. 5. Ensures cash and bank accounts are reconciled and balance to bank statements, presents bank reconciliations 6. Ensures control accounts are reconciled and supporting schedules on hand 7. Ensures local and foreign creditors ledgers are reconciled to supplier statements 8. Ensures allocations are correct for costs, facilities, and lease hire agreements and to cost centres 9. Ensures provisions and accruals are allocated 10. Produces and presents unit and each SBU s management accounts and supporting schedules such as P&L, Cash flow, Balance sheet, Debtors list, Creditors list 11. Resolves queries and problems 12. Ensures cash flow projections are updated by actual and major variances from planned cash flows investigated 13. Checks compliance with statutory regulations and international accounting standards (PAYE, NASSA; ZIMRA, Pension fund etc.) 14. For yearend statutory returns tax returns are prepared in time and presented. Page 4 of 9

5 Key Output 3: Maintenance of group general ledgers covering debtors and creditors ledgers and fixed asset registers, inspecting for accuracy and timing. 1. Posts entries to the ledger that are outside the scope of the bookkeepers understanding e.g. lease hire agreements, depreciation, provisions, reconciling of creditors 2. Checks entries have correct dates when posted 3. Checks control accounts for accuracy 4. Prepares intercompany reconciliations 5. Updates asset numbers in the fixed asset register 6. Calculates profit or loss on disposals Key Output 4: Administration of contracts, payroll and related activities ensuring accurate and comprehensive data and information and controls. 1. Ensures contracts are compliant and up to date 2. Inputs monthly salaries and fortnightly wages onto the payroll 3. Ensures cash and transfer payments to staff are processed by the bank 4. Writes up and issues statutory returns in line with relevant due dates 5. Liaises with team members on payment of all statutory deductions 6. Calculates and inputs overtime figures 7. Provides reports from the payroll 8. Packs cash wages and wage pay outs 9. Prepares employment contracts 10. Ensures jobs are paid in right tax bracket Key Output 5: Maintains project accounts, presents and liaises with business partners ensuring compliance with their requirements. 1. Obtains business partners agreements 2. Formulates business partner report templates per their requirements 3. Extracts information from the accounting system and populates the business partner report templates 4. Analyses the budget lines and investigates budget lines under or over spent. 5. Ensures project budgets are adhered to. 6. Submits project reports to FM & CEO for review 7. Agrees future expenditure plans with the FM & CEO 8. Ensures project reports are submitted timely 9. Liaises with the project manager to ensure that non-financial requirements are met Page 5 of 9

6 Key Output 6: Ensures tax compliance with Zimbabwe Revenue Authority (ZIMRA) and compliance with any legal requirements in finance and human resources. 1. Obtains statutory instruments 2. Ensures department heads are aware of the statutory instrument and the role they play in terms of tax compliance 3. Applies for tax clearance certificates annually 4. Delegates to the accounts assistant to make statutory payments per the requirements of the statutory instrument 5. Maintains a file of remittances made to ZIMRA 6. Ensures invoices are tax compliant 7. Ensures annual tax returns are submitted on time 8. Ensures legal requirements in finance and human resources are complied with 9. Delegates to the accounts assistant the posting of tax remittances in Pastel Key Output 7: Maintains Belina and Pay net software up to date. Major Activities required in achieving desired output 1. Ensures the company is on the most beneficial version of the software after conducting a cost benefit analysis 2. Ensures Belina software update is done timeously and old data is transferred correctly and accurately. 3. Ensures Pay net software is up to date and any updates are installed throughout the year. Section 3: Advanced Paterson Job Evaluation Factor 1: Decision-Making Complexity A) To decide: How to disclose trial balance figures on the management accounts List below the data and information and factors that are taken into account when making the decision i.e..that will guide the decision 1) Nature of the balance profit and loss or balance sheet 2 the increase or decrease from month to month of the balance 3) Adherence to International Accounting Standards B) To decide: Allocation of accounts staff work schedules 1) Deadlines for SBU management accounts 2) Deadlines for statutory payments 3) Priority of work involved Page 6 of 9

7 Factor 2: Pressure of Work Decisions have to be made daily on the all areas of responsibility Pressure arises from meeting of deadlines, accuracy, and volumes in addition to meeting specific requirements Factor 3: Supervision Given Instruction given daily to accounts assistant Monthly to other staff e.g. extension executives on internal control systems for the finance department Factor 4: Independence of operation A. How and when [or how long after the decision has been taken and implemented] the decisions listed in Factor 1 are checked by the incumbent s superior. Review of the management accounts and other relevant financial reports monthly and ad hoc B. How often these checks will be made? Any transaction above US$500 and Ad hoc C. List of reports required to be done by the incumbent Name of Report Purpose How Often Title To whom submitted SBU Management accounts Business Monthly Finance Manager decisions Cash flow projections Business Monthly Finance Manager decisions Budgets Business Monthly Finance Manager decisions Project reports Partners requirements Ad hoc Finance Manager Factor 5: Judgement and Impact Consequences of error are the losses of finance, material, organisation reputation, goodwill, morale and even human life, which result if the decisions listed in Factor 1, are made incorrectly. If decision A is made badly; the consequences of error are: Incorrect long term business decisions regarding finances and maintaining cash flows Loss of business partners Page 7 of 9

8 If Decision B is made badly, the consequences of error are: Penalties from tax authorities for failure to meet due dates Work deadlines are not met and figures presented are not accurate Factor 6; Knowledge, Skills & Competencies A] Education is the minimum formal education and/or qualifications, which are required to make the decisions required by the job. These do not relate at all to the education of the current incumbent The minimum level of education required to competently make the decisions in Factor 1 is: Finance / Accounting Degree Add here any additional qualifications that would assist the incumbent to perform competently but which are not essential Part/Full Professional Qualification such as CA, ACCA, CIMA, CPA etc b] Experience is the total time taken for a person from the time the education listed above is obtained; assuming education is at school and immediately after school, to competently make the decisions listed in Factor 1.Experience includes all the time/years/months, which have been spent working and in subordinate jobs from the time of gaining the educational qualification. 1] The minimum post-education experience needed for a person to be appointed to this job is: Years; 5 years; 2] The minimum induction time in the organisation for a person with this education and experience, to become familiar with the job and the organisation in order to be able to competently make the decisions in Factor 1 is: Years: 3 Months Total experience is (a) + (b) = 5 years 3 months c] Competencies Three years at managerial level in an organisation of a similar size and in a similar industry International accounting standards and how they apply to the various entries QuickBooks knowledge Microsoft office knowledge Page 8 of 9

9 Skills Must be able to make accurate decisions under pressure and motivate employees Accuracy Must be able to work with minimal supervision Good communication skills Reliable Leadership skills Behavioural Attributes [requires evidence of beinga team player, and being accountable] Self Confidence Team player Accountable Ethical Page 9 of 9