AGRO-MARKETING AND TRADE AGENCY
PERFORMANCE SPECIFICATION
Key Performance Areas Key Tasks
1. Accounts Receivable –
Tender Fees
Review invoices, credit notes and receipts processed for tender fees for validity, accuracy and completeness
before updating into the Accounting system.
Ensure that all tender fee related customer documents are updated in the Accounting System by the 7
th of
each month.
Ensure annual effective prices for tender fee are updated by 01 April of each financial year.
Ensure that tender fee customer master data is updated in full as required by the Accounting System and a
hardcopy master data amendment file is kept in a safe and secure area.
Ensure that correcting customer journals are communicated to Assistant Accountant for processing.
Ensure that control accounts (POS, Receipting, Unallocated, etc.) relating to tender fee customers are cleared
before accounting period closure.
Ensure that monthly tender fee customer statements are emailed to all clients by the 11th of each month.
Ensure that the debtors’ age analysis for tender fee customers are within terms and prescribed interest is
charged promptly on 30+ day accounts.
Authorises all verified credit balance refunds to tender fee customers as directed by the client and/or
Supervisor.
Follow up on outstanding paymentsfrom overdue/difficult clientsthe Assistant Accountant is unable to solicit.
Prepare bad debtslisting for immediate interventions by Supervisor and blocking of approved bad debt tender
fee accounts on accounting system before accounting period closure.
Liaise with company Lawyers on long outstanding debtors after sending notifications and warning letters as
per AMTA debtors’ management policy.
Ensure sequential and safe filling of all processed levy customer supporting documents.
2. Accounts Receivable –
Truckport Fees
Review invoices, credit notes and receipts processed for truckport fee for validity, accuracy and completeness
before updating into the Accounting system.
Ensure that all truckport fee related customer documents are updated in the Accounting System by the 7th of
each month.
Ensure annual effective prices for truckport fee are updated by 01 April of each financial year.
Ensure that truckport fee customer master data is updated in full as required by the Accounting System and a
hardcopy master data amendment file is kept in a safe and secure area.
Ensure that correcting customer journals are communicated to Assistant Accountant for processing.
Ensure that control accounts (POS, Receipting, Unallocated, etc.) relating to truckport fee customers are
cleared before accounting period closure.
Ensure that monthly truckport fee customer statements are emailed to all clients by the 11th of each month.
Ensure that the debtors’ age analysis for truckport fee customers are within terms and prescribed interest is
charged promptly on 30+ day accounts.
Authorises all verified credit balance refunds to truckport fee customers as directed by the client and/or
Supervisor.
Follow up on outstanding paymentsfrom overdue/difficult clientsthe Assistant Accountant is unable to solicit.
Prepare bad debts listing for immediate interventions by Supervisor and blocking of approved bad debt
truckport fee accounts on Accounting system before accounting period closure.
Liaise with company Lawyers on long outstanding debtors after sending notifications and warning letters as
per AMTA debtors’ management policy.
Ensure sequential and safe filling of all processed truckport fee customer supporting documents.
3. Accounts Receivable –
Levies
Review invoices, credit notes and receipts processed for Grain millers’ registration fees for validity, accuracy
and completeness before updating into the Accounting system.
Review invoices, credit notes and receipts processed for Grain import, producer and processors levies for
validity, accuracy and completeness.
Review invoices, credit notes and receipts processed for Grain import, export, in transit inspection and trans
loading fees for validity, accuracy and completeness.
Review invoices, credit notes and receipts processed for Horticulture import, importselling, producer and local
selling levies for validity, accuracy and completeness.
Review invoices, credit notes and receipts processed for Horticulture export, in transit inspection and trans
loading fees for validity, accuracy and completeness.
Review invoices, credit notes and receipts processed for Penalty fines invoiced for traders and millers for
validity, accuracy and completeness.
Ensure that all levy related customer documents are updated in the Accounting System by the 10th of each
month.
Ensure annual effective prices for levies are updated by 01 April of each financial year.
Ensure that levy base is calculated correctly for horticulture and grain as prescribed by NAB.
Ensure that levy customer master data is updated in full asrequired by the Accounting System and a hardcopy
master data amendment file is kept in a safe and secure area.
Ensure that correcting customer journals are communicated to Assistant Accountant for processing.
Ensure that control accounts(POS, Receipting, Unallocated, etc.) relating to levy customers are cleared before
accounting period closure.
Reconcile to ensure that the Horticulture import levy GL Account and import selling levy GL Account have
been invoiced on the same monetary value before the accounting period closure.
Reconcile that the Horticulture producer levy GL Account and local selling levy GL Account have been
invoiced on the same monetary value before the accounting period closure.
Reconcile Grain tonnages for both local and import purchases before the accounting period closure.
Ensure that levy customers submit monthly returns by the 7
th and 10th of each month.
Ensure that monthly levy customer statements are emailed to all clients by the 11th of each month.
Ensure that the debtors’ age analysis for levy customers are within terms and prescribed interest is charged
promptly on 60+ day accounts.
Authorises all verified credit balance refunds to levy customers as directed by the client and/or Supervisor.
Follow up on outstanding paymentsfrom overdue/difficult clientsthe Assistant Accountant is unable to solicit.
Prepare bad debts listing for immediate interventions by Supervisor and blocking of approved bad debt levy
accounts on Accounting and AMID Systems before accounting period closure.
Liaise with company Lawyers on long outstanding debtors after sending notifications and warning letters as
per NAB debtors’ management policy.
Liaise with Inland and Border Inspectors to confirm whether a Miller/Trader is still operating.
Ensure sequential and safe filling of all processed levy customer supporting documents.
4. Accounts Receivable –
Fleet Leasing
Review invoices, credit notes and receipts processed for internal and external truck leasing for validity,
accuracy and completeness before updating into the Accounting system.
Ensure that all truck leasing related customer documents are updated in the Accounting System by the 7
th of
each month.
Ensure annual effective prices for truck leasing are updated by 01 April of each financial year.
Ensure that truck leasing customer master data is updated in full asrequired by the Accounting System and a
hardcopy master data amendment file is kept in a safe and secure area.
Ensure that correcting customer journals are communicated to Assistant Accountant for processing.
Ensure that control accounts (POS, Receipting, Unallocated, etc.) relating to truck leasing customers are
cleared before accounting period closure.
Ensure that monthly truck leasing customer statements are emailed to all clients by the 11th of each month.
Ensure that the debtors’ age analysis for truck leasing customers are within terms and prescribed interest is
charged promptly on 30+ day accounts.
Authorises all verified credit balance refunds to truck leasing customers as directed by the client and/or
Supervisor.
Follow up on outstanding paymentsfrom overdue/difficult clientsthe Assistant Accountant is unable to solicit.
Prepare bad debts listing for immediate interventions by Supervisor and blocking of approved bad debt truck
leasing accounts on accounting System before accounting period closure.
Liaise with company Lawyers on long outstanding debtors after sending notifications and warning letters as
per AMTA debtors’ management policy.
Ensure sequential and safe filling of all processed truck leasing customer supporting documents.
5. Accounts Receivable –
Other Property Leasing
Review invoices, credit notes and receipts processed for internal and external other property leasing for
validity, accuracy and completeness before updating into the Accounting system.
Ensure that all other property leasing related customer documents are updated in the Accounting System by
the 7th of each month.
Ensure that all office or floor space leasing invoices are processed and issued by the 1st of each month.
Ensure annual effective prices for other property leasing are updated by 01 April of each financial year.
Ensure that other property leasing customer master data is updated in full as required by the Accounting
System and a hardcopy master data amendment file is kept in a safe and secure area.
Ensure that correcting customer journals are communicated to Assistant Accountant for processing.
Ensure that control accounts (POS, Receipting, Unallocated, etc.) relating to other property leasing customers
are cleared before accounting period closure.
Ensure that monthly leasing customer statements are emailed to all clients by the 11th of each month.
Ensure that the debtors’ age analysis for other property leasing customers are within terms and prescribed
interest is charged promptly on 30+ day accounts.
Authorises all verified credit balance refunds to other property leasing customers as directed by the client
and/or Supervisor.
Follow up on outstanding paymentsfrom overdue/difficult clientsthe Assistant Accountant is unable to solicit.
Prepare bad debts listing for immediate interventions by Supervisor and blocking of approved bad debt other
property leasing accounts on accounting System before accounting period closure.
Liaise with company Lawyers on long outstanding debtors after sending notifications and warning letters as
per AMTA debtors’ management policy.
Ensure sequential and safe filling of all processed other property leasing customer supporting documents.
6. Accounts Receivable –
Grain Sales
Review invoices, credit notes and receipts processed for grain sales for validity, accuracy and completeness
before updating into the Accounting system.
Ensure that all grain sales related customer documents are updated in the Accounting System by the 7th of
each month.
Ensure annual effective prices for grain sales are updated by 01 April of each financial year or as determined
by regulators.
Ensure that grain sales customer master data is updated in full as required by the Accounting System and a
hardcopy master data amendment file is kept in a safe and secure area.
Ensure that correcting customer journals are communicated to Assistant Accountant for processing.
Ensure that control accounts (POS, Receipting, Unallocated, etc.) relating to grain sales customers are cleared
before accounting period closure.
Ensure that monthly grain sales customer statements are emailed to all clients by the 11th of each month.
Ensure that the debtors’ age analysis for grain sales customers are within terms and prescribed interest is
charged promptly on 30+ day accounts.
Authorises all verified credit balance refunds to grain sales customers as directed by the client and/or
Supervisor.
Follow up on outstanding paymentsfrom overdue/difficult clientsthe Assistant Accountant is unable to solicit.
Prepare bad debts listing for immediate interventions by Supervisor and blocking of approved bad debt grain
sales accounts on accounting System before accounting period closure.
Liaise with company Lawyers on long outstanding debtors after sending notifications and warning letters as
per AMTA debtors’ management policy.
Ensure sequential and safe filling of all processed grain sales customer supporting documents.
7. Accounts Receivable –
Government Subsidies
Review invoices, credit notes and receipts processed for GRN subsidy for validity, accuracy and completeness
before updating into the Accounting system.
Ensure that all GRN subsidy related customer documents are updated in the Accounting System by the 7
th of
each month.
Ensure that the planned budget funding requests are processed and invoiced as per line Ministry directives.
Ensure thatGovernment Subsidy customer master data is updated in full asrequired by the Accounting System
and a hardcopy master data amendment file is kept in a safe and secure area.
Ensure that correcting customer journals are communicated to Assistant Accountant for processing.
Ensure that control accounts (POS, Receipting, Unallocated, etc.) relating to GRN subsidy customers are
cleared before accounting period closure.
Ensure that monthly GRN subsidy customer statements are emailed to all clients by the 11th of each month.
Ensure that the debtors age analysis for GRN subsidy customers are within terms and any delayed payments
are promptly escalated and followed up with the line Ministry.
Authorises all verified credit balance refunds to GRN subsidy customers as directed by the client and/or
Supervisor.
Follow up on outstanding paymentsfrom overdue/difficult clientsthe Assistant Accountant is unable to solicit.
Ensure sequential and safe filling of all processed grain sales customer supporting documents.
8. Accounts Receivable –
Milling Income
Review invoices, credit notes and receipts processed for milling income for validity, accuracy and completeness
before updating into the Accounting system.
Ensure that all milling income related customer documents are updated in the Accounting System by the 7
th
of each month.
Ensure that all milling income invoices are processed and issued by the 1
st of each month.
Ensure annual effective prices for milling income are updated by 01 April of each financial year.
Ensure that milling income customer master data is updated in full as required by the Accounting System and
a hardcopy master data amendment file is kept in a safe and secure area.
Ensure that correcting customer journals are communicated to Assistant Accountant for processing.
Ensure that control accounts (POS, Receipting, Unallocated, etc.) relating to milling income customers are
cleared before accounting period closure.
Ensure that monthly milling income customer statements are emailed to all clients by the 11th of each month.
Ensure that the debtors’ age analysis for milling income customers are within terms and prescribed interest is
charged promptly on 30+ day accounts.
Authorises all verified credit balance refunds to milling income customers as directed by the client and/or
Supervisor.
Follow up on outstanding paymentsfrom overdue/difficult clientsthe Assistant Accountant is unable to solicit.
Prepare bad debts listing for immediate interventions by Supervisor and blocking of approved bad debt for
milling income customer accounts on accounting System before accounting period closure.
Liaise with company Lawyers on long outstanding debtors after sending notifications and warning letters as
per AMTA debtors’ management policy.
Ensure sequential and safe filling of all processed milling income customer supporting documents.
9. Accounts Receivable –
Trashes/Chicken Feed
Sales
Review invoices, credit notes and receipts processed for milling and grain movement by-products for validity,
accuracy and completeness before updating into the Accounting system.
Ensure that all milling and grain movement by-product income related customer documents are updated in
the Accounting System by the 7
th of each month.
Ensure that all milling and grain movement by-product invoices are processed and issued by the 7
th of each
month.
Ensure annual effective prices for milling and grain movement by-product income are updated by 01 April of
each financial year.
Ensure thatmilling and grainmovement by-productincome customer master data is updated in full asrequired
by the Accounting System and a hardcopy master data amendment file is kept in a safe and secure area.
Ensure that correcting customer journals are communicated to Assistant Accountant for processing.
Ensure that control accounts (POS, Receipting, Unallocated, etc.) relating to milling income customers are
cleared before accounting period closure.
Ensure that monthly milling and grain movement by-product income customer statements are emailed to all
clients by the 11th of each month.
Ensure that the debtors’ age analysis for milling income customers are within terms and prescribed interest is
charged promptly on 30+ day accounts.
Authorises all verified credit balance refunds to milling and grain movement by-product income customers as
directed by the client and/or Supervisor.
Follow up on outstanding paymentsfrom overdue/difficult clientsthe Assistant Accountant is unable to solicit.
Prepare bad debts listing for immediate interventions by Supervisor and blocking of approved bad debt for
milling and grain movement by-product income customer accounts on accounting System before accounting
period closure.
Liaise with company Lawyers on long outstanding debtors after sending notifications and warning letters as
per AMTA debtors’ management policy.
Ensure sequential and safe filling of all processedmilling and grainmovement by-product customersupporting
documents.
10. Accounts Receivable –
Commissions
Review invoices, credit notes and receipts processed for commission earned for validity, accuracy and
completeness before updating into the Accounting system.
Ensure that all commission income related customer documents are updated in the Accounting System by the
7
th of each month.
Ensure that all commission invoices are processed and issued by the 7
th of each month.
Ensure annual effective allocations for commission income are updated by 01 April of each financial year.
Ensure that commission income customer master data is updated in full asrequired by the Accounting System
and a hardcopy master data amendment file is kept in a safe and secure area.
Ensure that correcting customer journals are communicated to Assistant Accountant for processing.
Ensure that control accounts (POS, Receipting, Unallocated, etc.) relating to GRN grant income customers are
cleared before accounting period closure.
Ensure that monthly commission income customer statements are emailed to all clients by the 11th of each
month.
Ensure that the debtors’ age analysis for commission income customers are within terms and prescribed
interest is charged promptly on 30+ day accounts.
Authorises all verified credit balance refundsto commission income customers as directed by the client and/or
Supervisor.
Follow up on outstanding paymentsfrom overdue/difficult clientsthe Assistant Accountant is unable to solicit.
Prepare bad debts listing for immediate interventions by Supervisor and blocking of approved bad debt for
commission income customer accounts on accounting System before accounting period closure.
Liaise with company Lawyers on long outstanding debtors after sending notifications and warning letters as
per AMTA debtors’ management policy.
Ensure sequential and safe filling of all processed commission income customer supporting documents.
11. Accounts Receivable –
Fresh Produce Sales
Review invoices, credit notes and receipts processed for produce salesfor validity, accuracy and completeness
before updating into the Accounting system.
Ensure that all produce sales related customer documents are updated in the Accounting System by the 3
rd of
each month.
Ensure that all produce sales invoices are processed and issued daily.
Ensure weekly and daily produce sales prices are updated on the accounting system before daily sales occur.
Ensure that produce sales customer master data is updated in full as required by the Accounting System and
a hardcopy master data amendment file is kept in a safe and secure area.
Ensure that correcting customer journals are communicated to Assistant Accountant for processing.
Ensure that control accounts (POS, Receipting, Unallocated, etc.) relating to produce sales customers are
cleared before accounting period closure.
Ensure that approved weekly donations of produce are recorded on the Accounting System by the 3rd of each
month.
Ensure that approved weekly discards of produce are recorded on the Accounting System by the 3
rd of each
month.
Ensure that monthly produce sales customer statements are emailed to all clients by the 4th of each month.
Ensure that the debtors’ age analysis for produce sales customers are within terms and prescribed interest is
charged promptly on 30+ day accounts.
Authorises all verified credit balance refunds to produce sales customers as directed by the client and/or
Supervisor.
Follow up on outstanding paymentsfrom overdue/difficult clientsthe Assistant Accountant is unable to solicit.
Prepare bad debts listing for immediate interventions by Supervisor and blocking of approved bad debt for
produce sales customer accounts on accounting System before accounting period closure.
Liaise with company Lawyers on long outstanding debtors after sending notifications and warning letters as
per AMTA debtors’ management policy.
Ensure sequential and safe filling of all processed produce sales customer supporting documents.
12. Customer Query
Handling
Deals with account enquires via telephone, email or face-to-face from the public that cannot be resolved by
Assistant Accountant.
Assist all customers in a friendly and professional manner at all times.
Escalates unresolved customer queries after a week has passed since itsreceipt.
13. Accounts Payable
(Corporate Accounts,
DSA, Fresh Produce
Farmers, Retailers and
Agents, Payroll,
Statutory and
Ministerial Projects)
Review purchases orders, invoices, debit notes, delivery notes and payments processed for listed supplier
account types for validity, accuracy and completeness before updating into the Accounting system.
Ensure allsupplier invoices are received for processing by the 30th or 31st of each month and received invoices
are processed on a daily basis into the Accounting System.
Ensures that all suppliers are paid on a weekly basis per approved payment runs and proof of payments are
send out each Friday.
Ensures that invoices received are forwarded to the relevant departments for approval and verification
before they are processed and paid on a weekly basis.
Ensures that all supplier accounts are reconciled to supplier statements by the 30th of each month.
Conducts special investigations related to financial matters such as cost and or supplier account analysis.
Conducts monthly face-to-face supplier visits to clarify outstanding queries by the 15th of each month.
Ensure that supplier account master data is updated in full as required by the Accounting System and a
hardcopy master data amendment file is kept in a safe and secure area.
Ensure that correcting supplier journals are communicated to Assistant Accountant for processing.
Ensure that control accounts (POS, Remittances, Unallocated, etc.) relating to supplier accounts are cleared
before accounting period closure.
Ensure that the supplier age analysisfor allsupplier accounts are within termsto avoid interest payments.
Follow up on outstanding invoices from overdue/difficult suppliers the Assistant Accountant is unable to
solicit.
Prepare long outstanding supplier aging listing for immediate interventions by Supervisor and blocking of
supplier accounts with outstanding queries on Accounting System before accounting period closure.
Ensure sequential and safe filling of all processed supplier account supporting documents.
Responsible to ensure the submission of regulatory taxes per due dates (PAYE, SSC, VAT, VET, ECT, Levies,
etc.).
14. Purchase Orders Ensures that long outstanding Purchase Orders are investigated and filled within 1 month of creation.
Ensures that filled orders are correctly processed by Assistant Accountant.
Ensures that filled orders are filled with purchase transaction supporting documents.
Ensures that Assistant Accountants process order requests on a daily basis.
Responsible to provide suggestions on automation of Purchase Order creation, review and emailing to avoid
manual scanning and emailing.
15. Supplier Query
Handling
Deals with account enquires via telephone, email or face-to-face from the public that cannot be resolved by
Assistant Accountant.
Assist all suppliersin a friendly and professional manner at all times.
Escalates unresolved supplier account queries after a week has passed since its receipt.
16. Effect Weekly
Payments
Ensure preparation of direct bank transfer letters as requested from time to time for petty cash reimbursements, inter-bank and other EFT payments.
Ensure loading of weekly payment runs on online banking system for approval by signatories.
Ensue strict compliance with set payment run procedures and credit supplier account 30 day terms.
Follow up and ensure that weekly payments are released on time by the Finance Manager and Managing
Director or Operations Managers.
Ensure printing and saving of PDF proof of payment on internal finance shared drive for them to be sent to
suppliers each Friday and attached to hardcopy transaction for filling.
Responsible to provide suggestions to automate emailing of proof of payments to suppliers to avoid manual
emailing.
Responsible to provide suggestions to automate weekly payment run link between Accounting and Online
Banking System.
17. Fixed Asset Register
Maintenance
Responsible for updating the Asset Register by the 1
st of each month in terms of IFRS and Finance Policy.
Ensure that fixed assets are tagged and asset number is linked to related supplier invoices before updating
into the Accounting System.
Conduct physical inspections of assetsto Fixed Asset Register once every quarter-end.
Prepare monthly depreciation journal for posting into Accounting System by the 2
nd of each month.
Ensure that each fixed asset item is insured when purchased or replaced before any use.
Ensure that each fixed asset is disposed of in accordance with the Financial Policy, Procedures and
Procurement Policy of the Agency.
18. Cash Flow Management Prepare weekly cash flow calculations in accordance with financial strategy and financial policy (each
Monday morning by 09h00).
Ensue that excess funds are identified and communicated to supervisor for re-investment options.
Act as focal person during the preparation of budgets and forecasting process of the Unit.
Responsible to negotiate for better investment interest rates from bankers.
Engage with Supervisor to establish operational objectives for each financial year.
Develop, review, analyse and confirm financial plans and forecasts for each financial year.
Adhere to financial planning and forecasting standards and requirements.
Submit draft financial plans and forecastsfor financial approval.
Communicate approved financial plans and forecasts to relevantstakeholders.
19. Cash Handling Ensure that cash handling by subordinates is carried out per current approved policy and procedures.
Review cash up performed by Assistant Accountant for accuracy and completeness.
Review end-of-day report performed by Assistant Accountant.
Ensure proper sequential filling of original cash receipts including cancelled receipts.
Perform random spot checks of petty cash handled by Cashiers and/or Assistant Accountant.
Ensure bi-weekly banking of cash on hand after verification with Assistant Accountant.
Responsible to analyze and reconcile monthly cash banking against salesreport for submission to Supervisor.
20. Petty Cash
Maintenance
Manage Rundu Hub petty cash.
Ensure that petty cash is reimbursed before depleting.
Ensure that all petty cash vouchers are accompanied by receipts.
Maximum petty cash per transaction is N$500.00.
Ensure that Petty cash payments, replenishments, disbursements and reconciliations are performed in
accordance with the relevant Finance Policy and Procedure provisions.
21. Bank and Petty Cash
Reconciliations
Act as central liaison with the Agency’s bankers. `
Review and approve supporting reconciliation documents for all weekly bank deposits and receipt
transaction allocations into the Accounting System.
Review and approve supporting reconciliation documents for all weekly supplier payments.
Ensure that bank statements in PDF and Excel format are availed to Assistant Accountant(s) to prepare
weekly bank and petty cash account reconciliations for controlled center(s).
Ensure that monthly fixed deposit and credit card bank account statements are automated for receipt from
the bankers.
Ensure that unreconciled bank entries as escalated by Assistant Accountant are investigated and corrected
on a weekly basis.
Ensure that new users are loaded and old users are removed from online banking system(s) within 1 week
from the on-boarding or off-boarding of subordinates or managers.
Scrutinise petty cash vouchers and carry out random cash counts of petty cash boxes held by cashiers and
Assistant Accountant(s) to curb unauthorized/fraudulent use thereof.
Ensure that proper filling of all bank correspondences is maintained.
22. Inventory Control Ensure that controlled stock items are properly invoiced and updated into Accounting System on a daily basis.
Responsible to conduct weekly/monthly stock counts with consignment controller or custodian in accordance
with current Finance Policy and inventory management procedures.
Responsible to update theoretical stock with count values and report and material variancesto Supervisor for
corrective action before next stock count.
23. Filling Ensures proper filling of all bank correspondence on account and online banking user maintenance.
Ensure proper filling of all bank inter-bank and transfer letters.
Ensure proper filling of all original bank confirmation letters obtained from suppliers.
Ensure proper filling of all final EFT audit report and signed off payment batch for each weekly payment run.
Ensure proper filling of all signed off bank and petty cash reconciliations.
Ensure proper filling of all customer documents.
Ensure proper filling of all supplier documents.
Ensure proper filling of all approved changes to any master data on the Accounting System.
Ensure proper filling of all stock counts and related amendments.
Ensure proper filling of long outstanding queriesresolved and pending.
Ensure proper filling of outstanding purchase orders.
24. General Perform any other related duties as required from time to time which are in line with accounting work and
duty station applied for.
Develop and implement standard operating procedures and reporting records needed for the effective
performance of the unit’s activities.
Attends internal and external meetings asrequired from time to time.
Serve as a Financial Advisor to supervisors at duty stations.
25. Internal and External
Audit Support
Act as liaison for handling internal and external audit queries from auditorsfor annual and adhoc audits.
Ensure that valid, accurate and complete documents are provided to auditors asrequested.
Plan and coordinate the annual external audit programme and adhoc internal audits of controlled center(s).
Keep abreast of latest auditing trends, risks and internal control weaknesses for improvements.
Responsible to track and clear external and internal audit findings before the next audit.
26. Supervision Ensures thatsubordinates are suitably trained and developed to achieve performance requirements.
Assess subordinates’ performance and implement behaviour correcting measures as and when required.
Coordinates the work of the Assistant Accountant(s) on a daily basis.
Perform bi-annual and annual performance appraisals as directed by HR Policy.
Compiles a monthly leave schedule for all staff in the division/Unit for planning and business continuity
purposes.
Investigatesstaff complaints and enquiries and takes corrective measuresif necessary to prevent recurrences.
Ensure that monthly reporting and processing deadlines for Finance Unit are strictly adhered by all
subordinates.
Ensure that leave applications of all subordinates are approved each Friday.
27. Financial Reporting Responsible for monthly reconciliation and integration of payroll data to Accounting System.
Prepares, analyses and distributes monthly budget vs actual expenditure reportsto relevant users.
Prepare monthly report on un-reconciled balance sheet accounts for controlled center(s) for follow up by
Supervisor.
Prepare monthly report on fraudulent or erroneous payments for review by Supervisor.
Prepare monthly report on adherence to weekly payment run cycle dates and times for review by Supervisor.
Prepare weekly cash flow summary report for review by Supervisor.
Prepare monthly customer age analysis and related bad debts listing for review and follow by Supervisor.
Preparemonthly/quarterly management reportsfor controlled center(s) per prescribed format and timelines.
Prepare monthly report on cash handling variances for review by Supervisor.
Prepare weekly hub trading report for review by Supervisor.
Prepare weekly list of hub produce received without valid Tax Invoices or Invoices for review and follow up by
Supervisor.
Prepare monthly stock counts adjustment report of controlled center(s) for approval by Supervisor and
updating of Accounting System.
Assist Head Office with preparation of consolidated annual financialstatement.
28. Budgeting and Control Responsible for ensuring that spending is within approved budget for controlled centre(s).
Responsible to prepare annual financial budgets for controlled centre(s).
Responsible for follow up on allocated budget funding paymentsfrom Line Ministry/Head Office by the 20th of
each month.
Responsible to provide financial advice on capital projects.
29. Cost Analysis Responsible to guide on potential cost savings by analysing cost movements.
Responsible to guide on potential revenue generating initiatives by analysing plans, researching and
stakeholder engagements.
Responsible to ensure that costs are allocated to correct cost centres for reporting purposes.
Assist with design, development and implementation of accounting systems and processes (i.e. IQ Retail and
PASTEL, etc.).
Monitor and review the maintenance of management accounting systems and cash flow transactions and
ensure adherence to codes of practices and protocol.
Responsible to analyse and interpret cost/ financial data and information with recommendations.
Responsible to identify financial risks and threats as applicable and recommend corrective actions.
30. Personal Development Responsible for preparing performance contracts at the beginning of each financial year for discussion with
the Supervisor.
Responsible to notify the Supervisor of any annual and study leave to be taken at the beginning ofthe financial
period and monthly for any changes during the year.
Responsible for identifying skills upgrade training to achieve contracted performance levels.
Responsible for tracking own progress on performance contract for informal and formalreviews on a monthly,
quarterly, semi-annual and annual basis with the Supervisor.
Offer professional guidance and support to direct subordinates to ensure that departmental plans and
activities are implemented within agreed timescales.
Responsible to familiarize and understand current Human Resource, Finance and Administration and
Operational departmental policies and procedures, Namibian legislation applicable to key tasks (Tax and
Labour Law) and adhering and aligning with corporate values and strategic initiatives of the organization and
related changes from time to time.
POSITION SPECIFICATION FOR POSITION
Minimum Educational Requirements:
Qualifications and Subjects
A Bachelor’s Degree in Accounting.
Minimum Years of Experience Required:
Type of Experience:
At least four (4) years’ experience in the field of accounting.
KEY PERFORMANCE AREAS AND INDICATORS
1. Petty Cash – Number of reconciled differences and errors in quantity and dollar amounts.
2. EFT Payment Runs – Number of run deadlines missed (related to time and date of paymen
More Information
- Job Application Details Interested individuals who meet the minimum requirements should address and courier or hand deliver his/her application letter and abridged CV with certified documents to the Human Resources division: Ms. Mickal Ngaisiue. Agro-Marketing and Trade Agency (AMTA). Erf 209. Industna Road. Lafrenz Industrial Area. Windhoek (061-202 3300). Note: The candidates who have already applied for these positions are advised not to reapply. Kindly, submit separate applications for each duty station for the positions at both duty stations
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