Accounts Clerk ICL Zambia Limited

MAIN PURPOSE OF THE JOB

Reporting to the Senior Accounts Officer, the job incumbent shall be responsible for day to day running of Accounts department. The Accounts Clerk have the responsibility to process invoices, record receipts/ payments and general ledger entries as assigned by the Head of Dept. He/she shall also develop, maintain and build sound relationship with all stakeholders.

ORGANISATIONAL CONTEXT

ICL (Mauritius and Africa) operate in a business environment that is highly competitive and challenging, where they need to constantly differentiate themselves from their competitors through the introduction of new quality products and services that meet customer’s needs and requirements. Hence, it is critical for them to have a team of dedicated and talented workforce that delivers to their maximum capabilities and efficiency and continuously strive for differentiation with innovative solutions and create competitive edges.

Forming part of RHT Group, where the key business focus drivers for advancement and diversification are innovation, mobility and investments, this job is faced with several business challenges, such as the urge to constantly innovate to attract potential customers, keeping track of the latest technologies and market trends, increasing profitability and managing and mitigating risks. Therefore, to overcome these challenges, the job incumbent shall implement the right strategies to expand ICL’s activities in both the local and international market, adopt the latest technology trends and develop a risk contingency plan to ensure that risks are mitigated in due time.

The Accounts Clerk shall report to the Senior Accounts Officer of ICL and ensure that the values of the Group which are Innovation, Team Spirit, Passion, Leadership & Social Responsibility are always upheld. Hence, the principles of a high performance and accountability culture are observed and implemented.

KEY RELATIONSHIPS – INTERNAL

• GM
• HR
• Sales Team
• Support Team
• HOD

KEY RELATIONS – EXTERNAL

• Customers
• Auditors

KEY RESULTS AREAS

PRINCIPAL ACCOUNTABILITIES

KPIs

Debt Collection Handles debt collection by:

– ensuring regular daily review of debtor’s individual accounts
– Contacting debtors in the most appropriate ways to facilitate collections
– Ensuring follow up with debtors to eliminate disputes
– Keeping proper filing of invoices and other relevant documents to facilitate reconciliation of customer accounts
– Issuing advice on the credit risk of customers
– Ensuring timely dispatch of Statements of accounts and reminders
– Issuing appropriate feedback of credit exposure of the company with respect to its debtors
– Ensure the Accounts Receivable Process are well followed and up to date

– Accuracy of figures

– Debt transaction

– Proper scheduling

– Follow up

– Average debtor days

Data Entry

– Ensure receipts are processed on corresponding customer accounts

– Ensure accuracy of data entry
– Ensure payment are processed on corresponding Vendor Accounts
– Ensure correct GL code is used as per nature of transactions
– Any other cognate duties assigned by management
– Correct Data Entry
– Accuracy of Figures

Invoicing Accounts receivable

– Identifying proper client account to issue invoice
– Ensure correct sales GL code is used
– Ensuring that the numerical sequences of invoices are unbroken
– Ensures that all key information pertaining to the invoice are properly and clearly recorded.

Accounts payable

-Identifying proper vendor account to issue invoice
-Ensure correct COS/Expense GL code is used
-Prompt and complete filing of invoices and related documents

Deposits: Collects cash/cheques from clients and proceed by:

-Ensures to fill up Cash/Cheque deposit form for all cash and cheques received for effecting cash deposits
-to update Navision upon reception of payments
-Accuracy of input Filing
-Ensure filing of documents are up to date
-Ensure correct labelling of Files Daily

KEY COMPETENCIES (TECHNICAL) KEY TECHNICAL COMPETENCIES (SCOPE)

Customer Accounts Reconciliation – Debt Collection

– System records
– Reconciliation of accounts

Records – Proper record keeping

– Updated housekeeping of files

Payment processing – Cash payments

– Credit Notes
– Journal entries

PERSON SPECIFICATIONS

Qualifications, Skills and Knowledge:

The job holder should ideally possess:

– Certificate in Accounting
– Good computer literacy
– Good communication skills
– Good written and spoken English and French

Experience:

The ideal job holder should have:

– A minimum of 1 year of work experience as Accounts Clerk
– 6 months on the job training and knowledge of finance software

Person’s attributes:

– Ability to adapt to changing environment
– Analytical and problem-solving skills
– Proactive and reliable
– Trustworthy
– Self-starter