Accounts and Admin Officer

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