Accounts & Logistics Officer - Reputable Company

Job Description

• Reports To: Managing Director
• Supervises: Production Team (direct), Drivers & Loaders (logistics oversight)

Job Purpose

The Accounts & Logistics Officer ensures the financial integrity and logistical efficiency of De-Trusted Paint Company Limited. This role is responsible for recording and reconciling sales and expenses, producing accurate financial reports, monitoring stock and distribution, and coordinating logistics for the company’s three daily trucks.

By combining accounting with logistics oversight, the officer provides checks and balances that safeguard company assets, improve distribution efficiency, and support profitability.

Key Duties & Responsibilities

1. Financial Management & Accounting

• Record daily sales returns and reconcile them with cash collections from each truck.
• Prepare monthly, quarterly, and annual financial reports for the MD.
• Monitor accounts receivable and payable, ensuring timely collections and supplier payments.
• Manage petty cash, bank reconciliations, and operational expense tracking.
• Supervise payroll processing, allowances, and statutory payments (e.g., SSNIT, PAYE, VAT).
• Support internal and external audits by providing accurate and complete records.

2. Logistics & Distribution Oversight

• Coordinate daily truck schedules, ensuring products are dispatched on time.
• Verify loading sheets and confirm paint stock dispatched matches orders.
• Monitor drivers and loaders to ensure accountability for products, fuel, and returns.
• Track mileage, fuel consumption, and maintenance schedules of company vehicles.
• Investigate logistics issues such as delivery delays, stock shortages, or discrepancies.
• Recommend improvements to reduce transport costs and optimize delivery efficiency.

3. Inventory & Stock Control

• Work with the Production Manager to track finished goods inventory levels.
• Reconcile production output with distribution and sales records.
• Maintain stock ledgers and identify potential variances for immediate correction.
• Support procurement planning by providing data on raw material usage and sales trends.

4. Administrative Support

• Supervise the Administrator in record-keeping, filing, and correspondence.
• Maintain organized documentation for contracts, invoices, and supplier agreements.
• Support HR/Admin Officer in payroll and staff attendance reconciliation.
• Handle procurement paperwork and vendor payment processes.

5. Reporting & Advisory Role

• Submit daily cash and sales reconciliation reports to the MD.
• Provide weekly logistics and distribution performance updates.
• Advise MD on cost-saving measures, revenue leakages, and efficiency improvements.
• Serve as the MD’s control point between production, sales, and logistics to ensure accountability.

Required Skills or Experience

• Education: HND in Accounting, Business Administration, or Logistics.
• Experience: 2–4 years in accounting, logistics, or finance-related roles.

Skills

• Financial reporting and bookkeeping
• Logistics planning and fleet management
• Data analysis and problem-solving
• Microsoft Excel and QuickBooks (or similar software)
• Strong organizational and multitasking ability

Knowledge

• Ghanaian tax laws and financial compliance requirements
• Inventory management and stock control systems
• Fleet operations, fuel monitoring, and logistics principles
• Attributes: Integrity, accountability, analytical thinking, attention to detail, firmness, and ability to work under pressure.

Performance Indicators (KPIs)

• Financial Accuracy: 100% accurate daily cash and sales reconciliation.
• Distribution Efficiency: Percentage of trucks dispatched and returned on time.
• Stock Accountability: Reduction in stock losses, discrepancies, or pilferage.
• Cost Control: Reduction in fuel wastage, logistics inefficiencies, and financial leakages.
• Reporting Timeliness: Submission of reports to MD within agreed timelines.
• Audit Readiness: Availability of complete and accurate records for audits.

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