MOBI, Lda, is hiring an Accounts and Admin Officer, based in Maputo.
Duties
Admin
- Maintain updated records of all company legal documentation such as company registration documents, share certificates, register of directors, NUIT, Alvará, Commercial license, Import/Export licenses, minutes of directors meetings, etc. in a physical file
- Create files with dividers for the business to maintain the company´s financial records per annum such as fixed assets, taxation, sales, inventory, creditors, import purchases, import documentations
- Orientate Office Runner's daily Tasks
- Prepare minutes of Board and Director’s meetings
Petty Cash
- Safeguard the petty cash boxes
- Compile petty cash vouchers for all expenses and drawings. Ensure these are properly authorized
- Record and file all receipts
- Ensure any differences are investigated and resolved or dealt with according to company procedures
- Monitor petty cash float limits and ensure cash is deposited in the bank timeously
- Update and manage the petty cash on a daily basis (record all movements in monthly spreadsheet that is submitted to accounting, file all relevant receipts, salary slips, transport receipts)
- Manage office runner transport expenses (receipts and spreadsheet report for accounting)
Banks
- Make daily/weekly bank deposits as required in terms of defined float limits and as defined for insurance purposes
- Request a weekly bank statement for all bank accounts at BCI
- Capture all movements reflected in the statements into the ETICADATA system
- Reconcile the bank statements on a monthly basis or as required
- Ensure the POS machine is working at all times and notify any issues with POS to the bank with immediate effect
- Monitor POS paper in the machine
- Reconcile the POS card slips and batch reports to the bank statements and invoices
- Request bank 'Bordereaus" on weekly basis
Stock
- Organize with the warehouse manager the counts for physical stock on hand as per company stock procedure manual and update into ETICADATA
- Check re-order levels and ensure stock is ordered timeously based on parameters set up in ETICADATA
- Receive with the warehouse manager all physical stock and compare to purchase order, delivery note and invoice. Identify and report any differences immediately to supplier and transporter
- Check quality of stock and report any issues to the supplier immediately
- Monitor any outstanding purchase orders (including back orders) to ensure timely delivery
- Ensure stock costing is kept up to date and any differences or issues are resolved
- Creation as of new products, as well as management of stock in Invoicing program (ETICADATA)
- Monitor Office supplies (paper, ink cartridges, coffee)
Sales
- Document any sales order enquiries or product enquiries and ensure these are communicated to the supplier and followed up with feedback to the client
- Assisting with preparation of quotes, invoices and receipts in invoicing program (ETICADATA)
- Receive money from sales and issue invoices;
- Update ETICADATA/excel with all sales from clients
- Following up on supplier and client payments and accounts
Marketing
- Assist with the creation of Facebook ads
- Assist with the responses and monitoring of communication through Facebook
Acounts Payable and Receivable
- Preparing cheques and requests for payment for signing, arranging payment and filing of relevant documents. Include capturing in ETICADATA
- Compilation of accounting documents during course and at end of month (includes following up on supplier and client payments and accounts
- Prepare monthly INSS documents, submit to accountant
Human Resources
- HR - compilation and maintaining HR files
- Communicate Salary information to accountant timeously for preparation and receipt of salary slips at end month and prepare staff salaries
Other
- Attend all furniture fairs or markets as agreed and perform all duties as required
- Attendance of any meetings, tele-cons as required
- Attendance of Board meetings
- Attend to any ad hoc requests by directors as and when they arise within reason
Requisites
- BCompt/Bcom accounting/BA administration or other accounting/admin equivalent diploma from a recognized institution
- Thorough knowledge of relevant technology tools such as MS Office 2003/2007/2010, Skype
- Experience with furniture and related products and accessories
- Retail knowledge or experience
- Good knowledge of ETICADATA accounting system
- Accounting experience and training
- Management experience
- Bilingual (Portuguese, English)
Notes
- This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization
- Kindly submit your cover letter and CV to Heleen Henriques, on the e-mail address available on the right side of this page
- All applications are treated as confidential