Accounting Assistant III

The core functions include but not limited to the following:

• The timely and accurate processing of accounting transactions and information.
• Preparation of periodic and ad hoc financial reports and statements.
• Reviews and correction of work completed by lower level staff.
• The scheduling, organization and completion of tasks and duties in accordance with set deadlines.
• Collecting, sorting and processing of accounting documents and information such as journals, payroll documents, statistical data/output levels, invoices etc. on a daily basis.
• The review of accounting documents and information for accuracy and completeness on a daily basis.
• Resolution of all discrepancies with documents/information presented for processing with all relevant internal and external contacts/customers.
• The entry and processing of accounting transactions in the accounting system on a daily basis.
• Directly interacting with internal departments and external customers/contacts to resolve queries and to provide accurate and relevant information on a daily basis.
• The maintenance of supplier accounts and balances in accordance with company policy. The weekly/monthly reconciliation of supplier accounts and the resolution of all discrepancies with accounting system.
• Preparation of monthly accrual schedules for liabilities outstanding.
• Reviewing and verification of all transactions processed by the Accounting Assistant 1 and 2 to ensure the accuracy and completeness of the entries and the compliance with accounting standards and established policies and procedures. These include supplier invoices packages, employee pay-sheets, receipts, general ledger/audit schedules etc.
• Ensures the accurate completion and submission of both monthly and daily paid payrolls within the established deadline date.
• Ensures the accurate completion and submission of supplier invoices packages for payment within the established deadline date.
• Preparation of salary overpayment recovery letters and the liaising and negotiating with staff members on appropriate term that is in accordance with the Authority’s policy.
• Maintains and updates the Fixed Asset Register on the accounting system in accordance with the Authority’s Fixed Asset Policy and ensures the complete and accurate capitalization, valuation, depreciation and labeling of all Fixed Assets received.
• The maintenance of the Buildings Register and Capital Works in Progress schedule.
• The preparation of Fixed Asset movement schedules on a monthly basis.
• Organizing and coordinating of Fixed Asset verification audits and counts.
• The organizing and coordinating of Board of Surveys for the disposal of articles and equipment.
• Ensures the complete and accurate accounting of all disposals and write-offs of articles and equipment in accounting system and to ensure that the treatment is in accordance with accounting standards and financial policies and procedures.
• Analyses of the General monthly analysis of General Ledger accounts and Trial Balance on a monthly basis to ensure the complete and accurate accounting of all transactions in the accounts in accordance with International Financial Reporting Standards (IFRSs) and General Accepted Accounting Principles (GAAP) and the preparation of General Ledger/Audit schedules.
• Assists in the preparation of monthly/annual financial reports and statutory financial statements.
• Preparation of journals and adjusting transactions for entry into the accounting system.
• Prepares monthly bank reconciliations and investigates, resolves and journalizes all reconciling items/discrepancies.
• Prepares annual draft estimates and budget allocation for all departments and institutions.
• The review and approval of purchase requisitions in accordance with the budget allocation for the fiscal period.
• The monitoring of budgeted expenditure versus actual expenditure and the calculation, reporting and investigation of all variances on a continual basis for each department/institution.
• Liaises with and advises all head of department/ institution heads (budget holders) with regards to approved budget allocations, available funding for the period and all variances on a monthly basis.
• Assists on the formulation and the enforcement of proper budget planning and management techniques and remedial actions for adverse variances with all departmental/institutional heads.
• Conducting time and motion studies, mapping of processes and construction of flow charts for specific activities and services.
• Administers the petty cash float in accordance with the Financial Policies and Procedure. The review of all disbursements and replenishments and conducting of cash counts on a daily basis.
• Assists in coordinating the conduct of both internal and external audits at the Finance Department.
• Liaises with both internal and external auditors to resolve all audit queries.
• The review and verification of all stock count transactions and journals for all institutions to the accurate and complete valuation of inventory balances in the accounting system.
• Preparation and timely submission of financial reports and committee notes.
• Preparation of Business Letters, Management Reports, Committee Notes etc.
• Assists with the supervision and guidance of subordinate staff.
• Makes recommendations for the improvement of the department’s existing controls and procedures.
• Performs periodic Fixed Asset, Inventory and Cash counts.
• Ability to perform duties according to assigned rosters or plans that can be formulated in times of authorized service exigencies.
• Ability to use the relevant computer applications related to job functions.
• Performs any other related duties as may be assigned by the Authority.

Required Qualification, Training and Experience:

• Completion of Level 2 ACCA and pursuing Level 3 ACCA.
• Minimum of 5 years relevant experience in an accounting environment.