Core Purpose
To ensure the accuracy, integrity, and proper recording of all sales, inventory, and cash/bank transactions at the sales store while supporting strong financial controls.
Key Responsibilities
Invoicing & Inventory Management
- Tally Operations: Generate pro-forma invoices in the Tally System, convert enquiries into sales, and review existing pro-forma invoices.
- Stock Control: Receive inventory transfers from the Head Office, prepare Goods Received Notes (GRNs), and ensure proper storage and security of all stock.
- Reconciliation & Counts: Conduct regular reconciliations between physical stock and Tally Prime balances. Perform monthly stock counts and submit reports to the Accounts Manager by the 2nd day of the following month.
- Discrepancy Reporting: Promptly report theft, damages, unauthorized issuance, and manage returns (inwards/outwards due to demand, obsolescence, or quality issues).
- Expiry Monitoring: Track the aging of shop products and report items that are 6 months and 3 months away from expiry.
Customer Service & Accounts Management
- Invoicing & Receipts: Prepare timely customer invoices and issue official receipts for cash/POS transactions using Tally Prime.
- Collections: Follow up on outstanding payments and ensure customers acknowledge delivery of goods.
- Communication & Data: Monitor customer WhatsApp chats via an assigned laptop and ensure the Sales Officer captures customer contact details on all invoices/receipts.
- Quality Checks: Perform periodic random checks on customers to gauge service quality, pricing satisfaction, and payment modalities.
Cash Management & Electronic Payments
- Banking: Deposit all daily cash and cheque collections promptly into the bank and maintain organized filing of deposit slips.
- Petty Cash: Record daily petty cash expenses in Tally Prime. Handle requests, applications, and reporting for petty cash advances for the Kumasi and Main Office.
- E-Payments: Oversee shop electronic payments and conduct daily electronic payment reconciliations.
Compliance, Reporting & Other Duties
- Financial Commitments: Consolidate and communicate end-of-month financial commitments for management approval.
- Statutory Support: Assist with monthly payments to GRA and SSNIT.
- Monthly Reports: Prepare and present end-of-month reports, including:
- Weekly Sales Performance Summary
- Sales Agronomist Sales Performance Summary
- Monthly Customer Registration Summary
- Customer Complaints Report Summary
- Teamwork & Environment: Participate in monthly review meetings, assist the Sales Officer, and lead efforts to maintain a clean, tidy work environment with properly arranged products.
Required Skills & Qualifications
Technical & Soft Skills
- Technical Proficiency: Strong working knowledge of Tally Prime Accounting Software and Microsoft Excel.
- Analytical Skills: Proven ability to reconcile accounts, identify discrepancies, and interpret financial data.
- Attention to Detail: High level of accuracy when recording and reviewing financial transactions.
- Communication: Strong written and verbal communication skills for collaborating with stakeholders, colleagues, and customers.
- Integrity: High standards of honesty and professionalism when handling financial responsibilities.
Education & Experience
- Education: HND or Bachelor’s degree in Accounting, Finance, or a related field. (Professional certifications like ACCA, CPA, or CIMA are considered a plus).
- Experience: Minimum of 2 years of proven experience in an accounting or finance role.
Salary
Competitive
Monthly based
Location
Ghana
Job Overview
Location
Ghana