Accounts Assistant

SUMMARY OF ROLE

• This position aims at creating and managing an efficient and effective process of receiving, verifying, recording and reporting on delivery notes and inputting them in the system for invoicing.  It controls the financial, administrative and clerical work surrounding day to day vehicle operations with view of ensuring the accuracy and completeness of billing through the delivery notes. A key support role for the dispatch office to ensure smooth flow of operations.

KEY RESPONSIBILITIES & PERCENTAGE % TIME SPENT

• Delivery notes administration 30%
• Invoicing and weigh bridge tickets governance and administration 30%
• Dispatch governance 20%
• Record keeping 10%
• Report Generation 10%

MAIN ACTIVITIES
Delivery notes:

• Keeping track of delivery notes from all trips done as per the activity report
• Ensuring all 100% of delivery notes for trips earlier than two weeks have been returned
• Ensuring all received delivery notes are duly stamped 
• Counter checking that all returns and damages indicated on the delivery note are physically received
• Following up outstanding delivery notes with the transporters and drivers

Billing:

• Ensuring all weigh bridge tickets are attached to the invoices 
• Retrieving missing weigh bridge tickets from the weigh bridge
• Counterchecking invoices for accuracy and completeness of billing with regards to the rates and weights used
• Accurately keying in invoices in the billing system and generation of invoice for verification. 
• Ensuring the customer certifies a copy of the invoice and this is filed for future records

Record keeping

• Recording all delivery notes received
• Recording and getting a sign off from the client of delivery notes handed over
• Ensuring all delivery notes are invoiced
• Assisting in accurate and well organized filing within the Finance & Administration functions

Generating timely reports on:

• Unbilled trips
• Received delivery notes 
• Delivery notes handed over to client
• Outstanding delivery notes and action plan on retrieval
• Any other duties assigned by supervisor

COMPETENCE REQUIREMENTS

• Ability to plan and organize self and work to achieve objectives and targets and is determined to and accountable for the delivery of outcomes. 
• Strict adherence to deadlines
• Interpersonal skills to create and maintain 
• Ability to work with people at various levels upto senior management 
• Proficiency in Microsoft Office suite specifically Outlook, Word and Excel 
• Quality and productivity focused 
• Excellent interpersonal and communication skills

QUALIFICATIONS AND EXPERIENCE

• Diploma in Business Management or its equivalent
• CPA part I desired
• Two years experience in a busy organization preferrable in the logistics industry