Reporting to unit Fc and following given instructions for any work that comes across in any given situation
Ensuring that the Petty Cash account is balanced every day in Tally and proper narrations and cost centers are maintained in cash vouchers to get a correct picture of each expense. Also, ensure that all cash vouchers are duly signed by the Unit Head and unit FC along with proper supporting documents
Ensure that the Mpesa account is reconciled every day in Tally and proper narration and cost centers are maintained in each voucher to get the correct picture of each expense. An Excel statement needs to be prepared for Mpesa for daily expenses. Also, ensure that all cash voucher is duly signed by the unit head and unit fc along with proper supporting documents
Ensure the Return load daily statement and transaction are updated and monitored so as to give the exact position of each amount received and cases that are unpaid yet. The same report is to be shared every day with the unit head /FC and Transport manager
Updating of debtors lost every day in Tally and the same need to be reconciled every day with new cases and payment received in cash book Mpesa/branches/units /others division
Prepare a debit note for sending to units and follow up with them. The target date for sending debit notes shall be the 2nd or 3rd of every subsequent month
Reconcile intercompany transactions with all other units after sending an accounting debit note. Monthly basis needs to ensure that all unit’s accountants are reconciled before the 10th of the subsequent month
Reconcile all inter-division transactions of debit notes and expenses done or made on our behalf, and close the reconciled by the 10th of the subsequent month
Raising EFD invoice for services given to the customer for transport and ensuring that all such transaction is reconciled as per the guidelines given by FC
Reconciliation of truck database in account for profit and loss purposes with the operation and ensure that all trucks received newly or sent back are taken care of there shall be no further expenses associated or paid if trucks are left each subsequent month
Reconciliation debit note received from Melt transport for spare tires/lubs/ensure are property reconciled with Melt accountant before the 7th of each month
Responsible for bookkeeping of all accounting transactions for the purpose of smooth audit verification
Reconcile Fuel invoices from that of fuel taken across various locations. reconcile with that of daily fuel issued register with reference to safari no’s. ensure that each fuel location
Other reports and reconciliation shall be advised upon requirement by FC
Reconcile driver loan with fleet software and deduction from Safari. Ensure that all driver who has been transferred the loan should be transferred same time to the unit where they joined. In case of any driver absconding and terminated the loan balances should be immediately brought to the notice of HR& Unit head /FC
Check for traffic fines and penalties are properly accounted for in case of driver fault to follow the traffic instructions The fines should be debited to the account immediately and must be recovered
Check for documentary statutory expenses paid on the truck and trailers and verify all before the payment which is Sumatra/latra/insurance /road tax. In case the trucks are transferred to another unit the amount paid must be proportionately debited for unused shares to that particular unit where vehicles are further transferred
Prepare monthly MIS report which contains:
Truck-wise profitability monthly
Trip wise profitably monthly
Debtors accounts reconciliation with aging
Return load &private transport income Vs payment received vs. pending statement
Reconciliation status of all inter-division +inter Units + fuel suppliers
East Coast Oil and Fats was established in 2001, and is the single largest edible oil refinery in Africa, holding 57% of the market share in edible oil, and 55% in soap. It currently consists of over 1000 employees.
