Key Responsibilities

1. Accounts & Finance

• Maintain daily cash book and bank book.
• Verify daily sales collections and cash receipts.
• Reconcile POS Sales, Cash Sales, Bank Deposits and Online Collections.
• Prepare Daily Cash Reconciliation Report.
• Deposit daily cash into designated bank account.
• Maintain petty cash and ensure complete supporting documents.
• Process operational payments after approval.
• Verify supplier invoices before payment processing.
• Maintain vendor ledgers.
• Prepare monthly bank reconciliations.
• Assist in month-end financial closing.
• Prepare payroll data for management approval.
• Maintain complete accounting documentation.

2. Inventory Control

• Maintain inventory records.
• Verify all Goods Receiving Notes (GRNs).
• Conduct daily, weekly and monthly stock reconciliations.
• Perform surprise physical stock counts.
• Investigate stock shortages and variances.
• Verify inventory transfers.
• Verify stock consumption reports.
• Monitor expiry dates of food inventory.
• Ensure FIFO and inventory control procedures are followed.
• Verify new stock requisitions before approval.
• Maintain inventory movement record/register.

3. Administration

• Maintain attendance records.
• Coordinate leave records.
• Maintain office files and documentation.
• Manage office stationery inventory.
• Maintain fixed asset register.
• Coordinate maintenance of office equipment.
• Coordinate utility bills and service providers.
• Maintain vendor contracts.
• Support HR documentation whenever required.
• Coordinate courier and document dispatch.

4. Compliance & Internal Controls

• Ensure compliance with company SOPs.
• Ensure proper documentation of every payment.
• Ensure approval matrix is followed.
• Maintain audit-ready records.
• Assist internal and external auditors.
• Report financial irregularities immediately.
• Ensure confidentiality of financial information.
• Ensure proper documentation of cash, advances and reimbursements.
• Coordinate with Government Departments (if required)

5. Reporting

Prepare and submit:

Daily Reports

• Cash Reconciliation
• Sales Verification
• Bank Deposit Report
• Petty Cash Position
• Daily Inventory Summary

Weekly Reports

• Inventory Reconciliation
• Vendor Outstanding Report
• Cash Position
• Stock Variance Report

Monthly Reports

• Bank Reconciliation
• Inventory Consumption
• Payroll Data
• Petty Cash Summary
• Vendor Payment Status
• Fixed Asset Register Update
• Expense Analysis
• Inventory Variance Analysis

Key Performance Indicators (KPIs)

• 100% daily cash reconciliation accuracy.
• Zero unauthorized payments.
• Bank deposits completed within prescribed timeline.
• Inventory variance maintained below approved tolerance.
• Petty cash records updated daily.
• Vendor payments processed on time.
• Complete documentation available for audit.
• Monthly closing completed within management timeline.

Authority Limits

The Accounts & Admin Officer is not authorized to:

• Approve payments.
• Approve purchase orders.
• Approve vendor invoices.
• Approve payroll.
• Write off inventory.
• Modify accounting records without authorization.

Qualification

• B. Com (Hons), BBA (Finance), BS Accounting & Finance, MBA, ACCA (Part Qualified), ICMA (Part Qualified), or equivalent.

Experience

• 3–5 years' experience in Accounts & Administration in Restaurant, retail, FMCG or hospitality industry.