Accounts, Inventory Audit & Sales Officer

Reports To: Head of Accounts

Farm Visit Schedule: One fixed weekday per week (6 - 8 hours, subject to operational requirements)

Job Summary

Aldelano is seeking a detail-oriented, accountable and proactive Accounts, Inventory Audit & Sales Officer to support the company\'s financial operations, strengthen inventory controls, conduct weekly farm audits and assist with sales administration.

The successful candidate will be responsible for maintaining accurate accounting records, monitoring farm inventory, verifying transactions and operational documentation, tracking agricultural inputs and production records, and supporting sales activities.

The role combines accounting, internal auditing, inventory management and sales coordination. It requires strong attention to detail, proficiency in Microsoft Excel, integrity and the ability to identify and report discrepancies.

Key Responsibilities

Accounting and Financial Record Management

• Record and reconcile daily financial transactions, including purchases, payments, receipts, sales and petty cash expenses.
• Prepare, review and maintain invoices, receipts, payment vouchers and supporting financial documentation.
• Perform monthly bank and cash reconciliations to ensure accurate financial records.
• Assist in preparing monthly financial statements, expenditure summaries and management reports.
• Maintain accurate records of vendor transactions, outstanding payments, accounts payable and accounts receivable.
• Monitor operational expenses and ensure that expenditures are properly documented and authorized.
• Maintain organized digital and physical financial records for easy retrieval and audit purposes.
• Identify and report unusual transactions, discrepancies and unsupported expenditures.

Weekly Farm Visits and Inventory Auditing

• Conduct physical farm visits once every week on a designated weekday to perform inventory verification, operational spot checks and internal audits.
• Physically count and verify agricultural inputs, including seeds, seedlings, fertilizers, agrochemicals, equipment and other inventory items.
• Prioritize the verification of high-value and sensitive inventory items.
• Compare physical inventory counts against stock records, purchase records and inventory reports.
• Verify that newly purchased items have been received, properly recorded and reconciled with supplier invoices.
• Monitor the movement and utilization of agricultural inputs to identify shortages, wastage, unauthorized usage or discrepancies.
• Verify that inventory issued for farm operations is appropriately documented.
• Review inventory storage practices and report weaknesses in stock management procedures.

Seed, Seedling and Crop Traceability

• Verify seed purchases, quantities received, quantities used and remaining stock balances.
• Monitor seed usage and nursery records, including seed sowing, germination, seedling production and transplanting.
• Reconcile nursery production records against the number of seedlings transplanted into the field.
• Verify that excess seedlings are properly recorded and transferred to designated additional planting areas.
• Monitor records of seedling mortality, plant losses, damaged plants and crop termination.
• Confirm that the removal, disposal or destruction of seeds, seedlings, plants or other valuable agricultural materials is supported by:
• Written authorization from the Farm Manager.
• Approval from Administration.
• Appropriate photographic evidence, receipts or supporting documentation.
• Identify and report unexplained differences between purchased seeds, nursery production, transplanted plants and documented losses.
• Support accurate crop traceability from seed procurement through nursery operations, transplanting, production and harvesting.

Sales Administration and Revenue Tracking

• Support the company\'s agricultural produce sales activities, including customer coordination, order processing and sales documentation.
• Maintain accurate records of customer orders, quantities sold, selling prices, invoices and payments received.
• Reconcile harvested produce quantities against quantities sold, dispatched, rejected or held in inventory.
• Assist in identifying potential customers, developing business relationships and following up on sales opportunities.
• Prepare sales invoices, receipts, delivery notes and other supporting documentation.
• Monitor outstanding customer payments and follow up on receivables.
• Coordinate with farm management, logistics and other relevant departments to ensure accurate order fulfillment.
• Maintain updated customer and sales records.
• Prepare weekly sales summaries showing sales volumes, revenue, outstanding payments and customer activities.
• Report discrepancies involving harvest quantities, dispatch records, sales proceeds and customer payments.
• Support the achievement of company sales and revenue targets.

Audit Reporting and Compliance

• Submit a comprehensive written weekly farm audit report within one working day after each farm visit.