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Carry out various clerical and accounting activities related to the Company’s general accounts, bank operations, creditors’ invoices, and budget control. Supports in ensuring timely availability of financial information for management decision making.
KEY ACCOUNTABILITIES:
Policies, Systems, Processes & Procedures
Follow all relevant functional policies, processes, standard operating procedures and instructions so that work is carried out in a controlled and consistent manner.
Key Performance Indicators – Audit of compliance to operational procedures and instructions.
Budgets & Plans
Prepare the yearly budget (original / revised) under Finance & Budget Controller directions by checking and calculating budget application and budget revisions prepared by other functions and groups, maintaining and updating appropriate files and records to ensure easy reference.
Receive requests for budget supplements and shifting, ensure that they are properly authorised prior to updating in the SAP system.
Prepare periodical budget status reports indicating the variations between approved budgets and actual expenditure.
KPI:
Budgets and plans are prepared timely and accurately in line with the annual budget parameters and timescales.
Budget records are up to date and in agreement with approved documents.
Handling Invoices
Receive & process invoice payments & other supporting documents and accounting forms, for office expenses such as, payroll, rent, travel, etc., from respective Function, codes and check for proper documentation, amount and authorization and forward to supervisor for further review and action.
Prepare and maintain asset control cards for office and residence assets.
KPI:
Work compliance to procedures & accounting standards.
Proper dealing with invoices and other financial documents.
Account Settlement
Prepare monthly closing of accounts for settled accounts at the end of each month. This Include issuing necessary journal vouchers and posting to computer, printing trial Balance and monthly Balance Sheet, processing to Supervisor for review and checking.
Analyse current assets and liability accounts due for settlement and report analysis details to supervisor.
Prepare final accounts for the fiscal year January to December, update all figures in the computer and submits final draft to the supervisor for review.
KPI:
Maintenance & settlement of accounts followed by proper reporting.
Tax Computation
Compute oil sales costs and tax, including the recording of details of oil lifting in related sub-ledger and preparing the monthly lifting report, computing oil sales costs and issuing related debit notes to concerned traders for the lifting during the month.
Compute tax and royalty as per defined schedule and forward the same to supervisor for review and submission to Finance section for cash call purposes and payment to Host Governments.
KPI:
Computation of tax & royalty
VAT Filing
Generate report, check the completeness, accuracy, supporting documents. Circulate to supervisor and senior lead for approval before filing to the tax authority portal.
KPI:
Submission of VAT returns on timely manner
Maintenance of Ledger Accounts
Maintain the general ledger and subsidiary ledgers files of journal vouchers and related evidence in accordance with established company accounting procedures.
Follow up with concerned employees for early settlement of overdue balances, preparing accounting statements and other routine or special reports as directed.
KPI:
Maintenance of Ledgers
Handling Fixed Assets
Supervise the maintenance of records of company’s fixed assets and ensure that adequately classified asset records are kept in accordance with shareholders’ instructions.
Ensure the correct allocation to appropriate accounts, updating the same into a computerized fixed assets’ register and verifying the pertinent print-outs.
Take annual physical inventory of fixed assets and report findings to Finance Senior Lead. Includes advising on appropriate coding of individual assets for better financial and physical control and reconciling asset books with actual existence of assets.
KPI:
Accuracy and timeliness of information
Audit of compliance to company procedures.
Handling Invoice Payments
Prepare the payment schedule regularly as per defined guidelines, initiate payment process and circulate the list to Budget & Finance Controller and Finance Senior Lead for approval.
Carry out the filing of all settled payments with related invoices while preparing various statistical and accounting reports and statements such as reports on a specific Supplier, number of invoices received and settled, pending payments, overdue invoices, etc. to fulfil information requests.
KPI:
Preparation & Reconciliation of invoice payment schedule, invoice payment Remittance Advices etc. as per defined guidelines.
Effective maintenance & accuracy of payment records
Adherence to procedures and instructions.
Transactions
Arrange for drawing of cash from relevant company’s bank account, preparing cash vouchers, paying petty cash claims and other disbursements in cash, replenishing depleting cash balance and receiving reimbursement to company of both cash and cheque refunds.
Prepare and effect all payments due to company personnel such as advances on business travel and cash payments to personnel on rotation. It includes drawing cash in currency required, and preparing cheques or transfer orders in lieu of air ticket, leave salary, and other authorized duty reimbursements.
Follow up with Abu Dhabi bankers on all matters arising in connection with such payments.
Prepare for payments to the Governments’ representatives in the client Board, TAC and TENDC Committees on a quarterly basis.
KPI:
Complete legislative compliance of financial transactions.
Reconciliation
Carry out reconciliation of bank accounts, prepaid cards and cash in the safe, preparation of bank reconciliation statements, daily cash statements ensuring compliance to company procedures.
KPI:
Adherence to procedures.
Accounts reconcile without errors.
Bank Operations
Handle Company’s bank transactions. Receive and check payment vouchers for proper authorization, prepare bank documents for bank transfer, letter of credit, etc.,
Monitor and maintain visibility on cash balances in order to recommend fund transfers accordingly when required. Prepare instructions for the transfer of funds from one bank account to another as required.
Prepare the Cash Call statements addressed to shareholder to accommodate proper level of cash balances for daily operation.
Ensure the proper recording of all daily entries related to bank accounts and transactions. This includes posting bank account transactions to computer, printing edit list for the posted vouchers.
KPI:
Accuracy of financial transaction.
Availability of correct financial information.
Correct allocation of expenses and revenues.
General Finance Operations
Proficient use of SAP Project System Module to enter and extract all appropriate information & reports related to commitment controls such as RFAs, contracts, purchase orders, service orders, price lists etc.
Answer queries from other Functions regarding their budget commitments, RFAs, etc.,.
KPI:
Work in compliance with functional & company procedures
Handling Creditor’s Account
On receipt of suppliers’ statements of outstanding balances, carry out reconciliation with the Creditors’ Control Card and present a report of any discrepancies to the Finance Manager via the Budget & Finance Controller to rectify any non-conformances.
Contact suppliers to investigate discrepancies, if any, and answer their queries about their balances or payments.
Monthly reconciliation of the Creditor’s Control Card with the General Ledger Account and presentation of the report to the Budget & Finance Controller.
KPI:
Maintenance of Creditor’s account efficiently.
Accuracy and timeliness of information.
Feedback from suppliers on the efficiency of communication and quality of service provided.
Handling Debtor’s Account
On receipt of instruction from concerned department, issue invoice and send to customers, carry out reconciliation with the Debtors’ Control Card and present a report of any discrepancies to the senior lead via the Budget & Finance Controller to rectify any discrepancies.
Contact customer to follow up payment, investigate discrepancies, if any, and answer their queries about their balances or payments.
Monthly reconciliation of the Debtor’s Control Card with the General Ledger Account and presentation of the report to the Budget & Finance Controller
KPI:
Maintenance of Debtor’s account efficiently.
Accuracy and timeliness of information.
Feedback from suppliers on the efficiency of communication and quality of service provided.
General Accounting Operations
Prepare company’s approved monthly exchange rate for currencies used by the company. It includes extracting daily exchange rates from banks, entering into a work sheet, calculating monthly average rate for next month’s currency conversions and circulation to users.
Prepare debit notes for amounts due from other party and forward to supervisor for review and approval.
Make monthly comparisons between cash call and use of funds, prepare routine statistical reports as required, and originating correspondence related to bank activities, depositing amounts more than cash floats into related Company’s bank account and maintaining a, effective filing system for all cash vouchers and their supporting documents.
KPI:
Compliance to procedures
Accuracy of data
Feedback from management and internal clients on the quality of service provided.
Statements and Reports
Assist in the preparation of timely and accurate functional statements and reports to meet client and function requirements, policies and standards.
Assist the Controller in preparing various periodic statements and reports such as usage of funds statements, end of month liquidity position etc.
Prepare cash flow analysis report for cash call purposes including the analysis of actual payments into related expense accounts such as drilling costs, operation costs, office costs, etc.,
Complete the cash flow analysis report and forward to Supervisor for review and further processing. On Controllers’ instruction, arrange with the banks for the issue of letters of credit and bills of exchange as required.
KPI:
Statements and Reports
Assist in the preparation of timely and accurate functional statements and reports to meet client and function requirements, policies and standards.
Assist the Controller in preparing various periodic statements and reports such as usage of funds statements, end of month liquidity position etc.
Prepare cash flow analysis report for cash call purposes including the analysis of actual payments into related expense accounts such as drilling costs, operation costs, office costs, etc.,
Complete the cash flow analysis report and forward to Supervisor for review and further processing. On Controllers’ instruction, arrange with the banks for the issue of letters of credit and bills of exchange as required.
Quality, Health, Safety, & Environment
Ensure compliance and awareness to all relevant quality, health, safety, and environmental management policies. Work in line with HSE policy to ensure employee safety, legislative compliance, delivery of high-quality products/service and a responsible environmental attitude.
KPI:
Adherence to company safety policy and procedures
Attends HSE briefings and training, as necessary.
Continuous Improvement
Contribute to the identification of opportunities for continuous improvement of the HR systems, processes and practices considering ‘best practice’, improvement of business processes, cost reduction and productivity improvement.
KPI:
Number of initiatives recommended and accepted to achieve process efficiency
WORKING INTERACTIONS:
Internal:
Regular contact at own or next higher level in own and other Functions to answer queries and solve problems regarding budget, budget control, invoices and assets, payments
External:
Occasional contact with external Auditors and Government Auditors to answer queries and client’s staff for query and clarification.
Occasional contacts with suppliers to answer queries regarding accounts and banks for follow-up
Education / Qualifications
Required: Bachelor’s degree in Accounting or equivalent
Experience
Required: Minimum 5 years’ experience in financial accounting, book keeping & general finance function in a large industrial company.
Preferred: Financial experience in Oil & Gas sector, Experience of Filing VAT documents .