Finance Manager At Adept Systems

Description

• The Finance Manager runs the day-to-day operations of the Finance Department, directing the Revenue & AR Accountant, Cost & AP Accountant and Tax & Treasury Accountant so that the work of the department is planned, completed on time and delivered to the standard set by the Head of Finance. It holds the team to the reporting, payment and statutory calendar, keeps internal controls and segregation of duties working in daily practice, coordinates the department in its dealings with auditors, suppliers, customers and other functions, and refers accounting, tax and reporting judgements to the Head of Finance.

Key Duties and Responsibilities

• Supervise, coach and performance-manage the Revenue & AR Accountant, Cost & AP Accountant and Tax & Treasury Accountant; plan and allocate their workload, agree deadlines and hold each portfolio to them.
• Run the monthly reporting cycle from start to finish, checking that the management accounts prepared by the direct reports are complete and submitted to the Head of Finance by the agreed date.
• Maintain the departmental calendar covering reporting, payment, filing and audit deliverables; track each item to completion and raise slippage early.
• Ensure journals, accruals, prepayments and closing entries are prepared, checked and posted within the agreed timetable, referring questions of accounting treatment to the Head of Finance.
• Ensure the AR, AP, bank and tax control account reconciliations are completed on schedule and that reconciling items are chased and cleared rather than carried forward.
• Track cash position, collections and payment commitments with the Tax & Treasury Accountant, and give the Head of Finance early warning of funding pressure.
• Check supplier payment runs, customer collections and payroll and statutory remittances prepared by the direct reports against the authorisation matrix before they go to the Head of Finance for sign-off.
• Keep the company current on tax and statutory filings (VAT, withholding tax, PAYE, NSSF, SHIF/SHA, NITA, corporate income tax, eTIMS) by holding the Tax & Treasury Accountant to the filing calendar and confirming that returns and payments are made on time.
• Coordinate the annual budget and periodic forecasting exercise, collecting inputs from the direct reports and from other departments and packaging them for the Head of Finance.
• Enforce internal controls, segregation of duties and the authorisation matrix in daily practice across revenue, payables and treasury processes, and report breaches or weaknesses to the Head of Finance.
• Follow up escalated queries, disputes, variances and long outstanding items to conclusion, drawing on the Head of Finance where technical input is needed.
• Coordinate internal, external, stock and tax audits, scheduling the input of the team, assembling the schedules requested and tracking audit findings through to closure.
• Compile and present the periodic operating reports required by the Head of Finance and the management team, covering collections, AR and AP ageing, cash position and compliance status.
• Deputise for the Head of Finance on operational matters in their absence, including approvals within the authorisation matrix and day-to-day liaison with other departments.
• Improve finance processes and the use of SAP Business One, and build depth in the team through cross-training and documented procedures.

Key Outputs / Deliverables

• A monthly reporting cycle closed on time, with management accounts submitted to the Head of Finance by the agreed date.
• Reconciliations of AR, AP, inventory, bank and tax accounts completed to schedule with reconciling items cleared.
• A well-led, cross-trained team of Accountants meeting reporting deadlines with no disruption to service delivery.
• Controls, segregation of duties and the authorisation matrix applied consistently, with no repeat audit findings.
• Statutory and tax returns and remittances made within the deadlines set out in the compliance calendar.
• Operating reports on cash, collections, payables and compliance available to the Head of Finance and management when required.

Professional Qualifications, Knowledge, and Experience

Education:

• Bachelor's degree in Commerce, Business Administration, Finance, Accounting, Economics or a related field from a recognised institution.
• CPA(K), ACCA or an equivalent professional qualification is an added advantage. It is not a condition of appointment, as technical accounting responsibility sits with the Head of Finance.
• Training in supervision, management or business process improvement is an added advantage.

Experience:

• At least eight (8) years' experience in a finance or accounts function, of which at least four (4) years in a supervisory or management capacity, ideally gained in manufacturing or FMCG.
• Demonstrated ability to run a team through a monthly reporting and payment cycle, holding several portfolios to deadline at the same time.
• Practical experience with SAP (Business One) or a similar ERP, and strong working proficiency in Microsoft Excel.
• Working understanding of Kenyan tax and statutory obligations (PAYE, NSSF, SHIF/SHA, NITA, VAT, withholding tax and eTIMS) sufficient to track filings and hold the team to the compliance calendar, with technical positions determined by the Head of Finance.
• Proven experience leading, coaching and performance-managing accounting or administrative staff.

Key Competences

• Ability to plan, allocate and follow up the work of a team so that deadlines are met without prompting from above.
• Proven people-leadership skills: coaching, performance management, workload planning and team development.
• Numerical confidence and attention to detail, with the ability to read the numbers produced by the team and question what does not look right.
• Persistence in closing out open items, and sound judgement on when to decide and when to escalate to the Head of Finance.
• Proficiency in SAP and Microsoft Excel at a practical working level.
• Sound understanding of internal controls, segregation of duties and the company authorisation matrix, with a strong control and compliance mindset.
• High integrity, confidentiality and ethical judgement when handling financial, payment and payroll information.
• Good planning, organisation and time-management skills with the ability to meet strict reporting and statutory deadlines.
• Excellent communication, interpersonal and cross-functional collaboration skills, with the ability to represent the Finance Department to other departments and external parties.