Responsibilities:

Bookkeeping & Transaction Processing:

• Post all daily financial transactions into QuickBooks Online Advanced accurately and on the same working day they occur.
• Maintain the chart of accounts and ensure every transaction is correctly coded to the right account, customer, and class/location.
• Enter and track customer Estimates raised by the Sales team, ensuring Sales Manager approvals are obtained before conversion to Invoice.
• Raise sales invoices promptly on dispatch/delivery, working directly with the Warehouse Officer to confirm quantities delivered.

Accounts Payable & Receivable:

• Manage supplier and vendor accounts, ensuring invoices are verified, approved, and paid within agreed terms.
• Monitor customer accounts receivable, track outstanding balances, and follow up on overdue payments in coordination with Sales.
• Prepare monthly customer statements of account and resolve queries promptly.
• Maintain an accurate, up-to-date aged debtors and aged creditors listing at all times.

Bank & Balance Sheet Reconciliation:

• Reconcile all company bank accounts on a monthly basis, or more frequently where required.
• Reconcile balance sheet accounts, including intercompany and debtor/creditor balances, each month.
• Investigate and clear reconciling items and unexplained variances within 5 working days of identification.

Tax & Statutory Compliance:

• Prepare and file all statutory returns accurately and on time, including VAT, PAYE, Pension, and Withholding Tax (WHT), with LIRS/FIRS as applicable.
• Maintain supporting schedules and documentation for every filing in a form ready for audit or inspection at any time.
• Track statutory due dates on a compliance calendar and flag upcoming deadlines to the manager, admin & accounts at least 5 working days in advance.
• Ensure zero late-filing penalties as a standing objective.

Reporting:

• Prepare monthly management accounts (profit & loss, balance sheet, cash flow summary) for review by the manager, admin & accounts, and the managing director.
• Prepare monthly bank reconciliation, aged debtors, and aged creditors reports as part of the standard reporting pack.
• Support the preparation of the monthly reconciliation report submitted to the managing director.
• Provide ad hoc financial analysis and reports as requested by the manager, admin & accounts, or managing director.

Payroll & Fixed Assets:

• Prepare monthly staff payroll accurately and submit for approval ahead of the pay date.
• Maintain the fixed asset register, including additions, disposals, and depreciation schedules.

Internal Controls & Compliance:

• Follow company accounting policies and internal control procedures at all times, including segregation of duties and approval limits.
• Cooperate fully with internal and external auditors and respond to audit queries within agreed timeframes.
• Safeguard confidential financial information and disclose it only as authorised.
• Ensure all customer orders and payments are processed through QuickBooks Online — no order is invoiced or dispatched outside the system, including orders received via WhatsApp, which must be logged in QuickBooks before processing.

Requirements:

• Bachelor's degree in Accounting, Finance, or a related field.
• ICAN (ACA) membership required; ATS/AAT with strong experience also considered.
• Minimum 4–5 years' post-qualification experience in a similar accounting role, ideally in FMCG, distribution, or trading.
• Hands-on experience with QuickBooks Online is strongly preferred; experience with Sage or Tally also relevant.
• Demonstrated experience preparing and filing VAT, PAYE, Pension, and WHT returns with LIRS/FIRS.
• Strong working knowledge of Microsoft Excel and general accounting principles.

Key Competencies:

• Accuracy and attention to detail under time pressure, this role does not tolerate recurring errors.
• Speed and focus at the desk, with the discipline to complete daily postings the same day.
• Strong organisational skills and ability to manage multiple deadlines (payroll, statutory filings, month-end close) concurrently.
• Sound understanding of internal controls and willingness to escalate irregularities.
• Good communication skills for liaising with vendors, customers, auditors, and regulatory bodies.
• Integrity and discretion in handling confidential financial information.
• Ability to work within, and help enforce, structured systems and workflows rather than informal workarounds.
• Works closely with the warehouse officer (dispatch confirmation & invoicing), sales team (estimates, customer accounts), and administrator.

Performance Standards (KPIs):

• Accuracy and turnaround time are the two standards this role is measured against most closely. The table below sets the minimum acceptable performance.

KPI Area:

• Standard Transaction posting: Same-day posting of all transactions; error rate below 1% on monthly review
  
• Invoicing turnaround: Invoice raised within 24 hours of confirmed dispatch/delivery
• Bank reconciliation: Completed within 5 working days of month-end; no unexplained variances outstanding beyond 5 working days
• Statutory filing: 100% of VAT, PAYE, Pension, and WHT returns filed on or before the due date — zero late filings
• Monthly reporting pack: Delivered to the Manager, Admin & Accounts within 7 working days of month-end
• Aged debtors/creditors accuracy: Reconciled to the general ledger with no discrepancies at month-end
• Audit readiness: All supporting documentation available on request within 24 hours