DKT is an innovative and adventurous social marketing enterprise that improves people’s lives.

JOB DESCRIPTION

FINANCE OFFICER-CREDIT & INVENTORY MANAGMENT

Job Identification

Job title: Finance Officer

Department: Administration and Finance

Organization Relationship

Directly reports to:Finance & Admin Manager

Job Summary

DKT International is looking for a Finance Officer who will be responsible for Credit & Inventory management to join its team in Freetown, Sierra Leone. The Finance Officer- Credit & Inventory management, will work directly with the Finance and sales team and DKT customers to ensure that all debt owed to DKT is paid based on agreed credit terms and DKT credit policy and will also be responsible for the overall Inventory management, logistics and products clearing and warehousing.

Specific Responsibilities

• Credit Management

• Analyzing customer credit profiles with speed and accuracy and Compiling credit reports and delivering to customers.

• Perform field visit to DKT customers to verify debts owed to DKT and create debt repayment plans to help clients reach their payment goals for future credit extension to them.

• Creating procedures and policies that ensure timely payments while maintaining a high level of customer retention

• Communicating effectively and politely both within the business and with customers.

• Maintain accurate and detailed records of the indebtedness of individual customers; apply DKT policy and collection treatment effort to secure settlement of outstanding receivables in accordance with agreed terms by retaining the customer.

• Ensure the integrity and cleanliness of the Sales Ledger is maintained at all times.

• In conjunction with the Country and Finance manager set and monitor monthly collection targets by territory / provincial demarcation.

• Customer Service: Ensure distribution of invoices and statement of account to all credit customers within a pre-determined time frame. Allocation of customer payments against relevant invoices and following up on part payments where necessary.

• Verification of cash sales paid to Finance and ensuring that all sales deposits are lodged and verified in DKT revenue account

• Ensure that sales deposit and posted accurately and against the right customer and right invoice

• Collections management:

• Managing bad debts: evaluating the creditworthiness and risks of new or existing customers; collecting on overdue accounts; dealing with customer goodwill write-offs and overseeing customer bankruptcy matters

• Debt Analysis: Review Aged Debt Analysis with each Territory Manager and Sales representative to establish existing and potential bad debt exposure, making recommendations by customer to minimize bad debt exposure.

• Distribution of 30 days to 120 days weekly and monthly customers aging reports to Sales and Territory Manager.

• In conjunction with the Territory Managers and Credit committee, distribute credit suspension letter as per DKT credit Policy.

• Collecting old debts (60-120 days and above) and overseeing the collection of customer accounts in a manner that ensures high customer satisfaction and loyalty.

• visit Customers as and when required

• Solve sales and other problematic issues and ensure that the payment is made by the end of the month and report to management on outstanding issues, whilst highlighting potential debtor problems.

• Participate in payment collection plan formulation

• Communicate with corporate customers for overdue payment collection

• Coordinate with customers and internal parties to resolve credit and payment issues

• Maintain daily deposit collection records and prepare regular reports

• Maintain good relationship with customers while meeting business targets

• Oversee sales deposit book and ensure that all deposit entered in the book are signed and deposited at the bank the following day

• Setting up the terms of credit for new clients and managing the collection of all payments and debts.

• Initiate legal action against debtors who evade or refuse repayment according to the terms and conditions of the sales agreement

• Products Logistics and Inventory Management:

• Oversee inventory and supply chain management according to company guidelines

• Perform critical inventory tasks to ensure the correct amount of contraceptive brands and variants are in stock

• Maintain updated and accurate records of inventory, including transfers and cycle counts

• Review documentation and monitor product codes to search for discrepancies; troubleshoot quantity discrepancies between stock and records

• Prepare, generate, and file financial inventory reports; review reports monthly with management

• Reconciles discrepancies in inventories and notifies supervisor of irregularities.

• Records purchases, maintains database, performs physical count of inventory, and reconciles actual stock count to SAP/Excel generated reports.

•  Receives, unpacks, and delivers goods at DKT warehouses; re-stocks products as necessary; labels shelves.

• Perform counts and ensure all inventory is accounted for and reported according to company policy whilst maintaining adequate levels of stock to meet daily distribution demands as well as minimizing excess supply

  
  
  
   

• Maintain adequate inventory levels to meet customer demand

• Ensure zero tolerance to products expiry, demurrage and stockout as well producing monthly inventory reports for submission to management

• Facilitating product shipment waiver and clearance permit applications before shipment arrives at the sea or airport

• Work with DKT clearing agents to ensure that products shipment received and cleared and warehoused on time

• Do monthly physical stock count of products in all DKT warehouses and reconcile with SAP and closing stock for the previous month to determine any gap in sales and closing stock inventory

• Data enter sales invoices and stock issue requisitions in the sales register to reconcile physical stock count with products sales and stock issued

• Investigate and correct discrepancies in reported quantities and locations of all inventory

• Manage cycle counts of product inventories on a regular basis

• Check date-sensitive products for expiration and facilitate removal or transfer of product as needed

• Performs miscellaneous job-related duties as assigned.

Work Guides and References

• DKT Business Plan

• DKT credit policy handbook

• Personnel Policies & Procedures Handbook

• Standard Operating Procedures Manual

• Descriptions of DKT International and Social Marketing

 Position Objectives

• conducting credit checks on new customers, resolving problems in relation to invoice payments, and reconciling complex month-end accounts and customers aging reports.

• report to management on outstanding issues, whilst highlighting potential debtor problems.

• communicate in an efficient yet friendly manner with customers, as well as the sales team while reporting to the financial manager.

• Creating procedures and policies that ensure timely payments while maintaining a high level of customer retention

• Ensuring credit and collection policies and procedures are followed within the sales team

• Liaising with customers, as well as internal personnel including the sales team

• Ensure timely collection of credit sales to meet monthly collection targets

• Increase cost-effectiveness of DKT operations.

• Contribute to overall program goals.

• maintain adequate levels of stock to meet daily distribution demands while minimizing excess supply.

• Prepare, generate, and file financial inventory reports; review reports monthly with management

• Assist Sales and Marketing Department in achieving annual revenue targets.

 Key Performance Indicators

• Effective and quality credit, collection and inventory reporting to management.

• Quality and accuracy of documents and report prepared and processed.

• Ensure zero tolerance to product expiry and stockout

• Positive image level of DKT in the eyes of customers and partners.

• Aggressive collection of credit sales to prevent bad debts and loss of DKT funds

Position Requirements

• Minimum Education

• University degree in Accounting, Financial Services

• Formal Training

• Financial management and accounting

• Work Experience

• At least 3 years’ experience in similar occupation

• Experience in international company

• Skills and abilities

• Analytical skills and Physical ability to lift 10-25 pounds

• Strong interpersonal skills

• Strong collaboration skills

• Writing & communication skills

• Enthusiasm and initiative

• Strong organizational skills

• Flexibility

• Effective time-management

• Integrity and honesty

• Computer literacy Familiarity with SAP enterprise resource planning software CRM system is a plus

CHANGE TO JOB DESCRIPTION:

From time to time, it may be necessary to consider changes in the job description in response to the changing nature of our work environment. The Head of Finance & Admin will make such changes as necessary. This Job Description may be reviewed as part of the preparation for performance planning of the annual performance cycle

To apply kindly email:

aiah.tommy@dktsierraleone.org

and

enema@dktsierraleone.org

with a cover letter, your most recent CV and credentials.  We thank all applicants for their interest; however, only those selected for an interview will be contacted. DKT International is an inclusive employer dedicated to building a diverse workforce to increase the representation of the designated groups based on each country’s legislation. We encourage applications from all qualified candidates and will accommodate applicants’ needs under the respective labour law throughout all stages of the recruitment process.