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Cost Accountant/ Head of Sales Administration (Pricing / Forcasting / Account Analysis) – Lilongwe, Malawi

Job Reference

SRBLR001MWI

Region

Southern Africa

Job Description:
Our client, an International Agriculture concern is looking to hire a Cost Accountant/ Head of Sales Administration to be based in Lilongwe, Malawi; Reporting to the Managing Director.  The incumbent will be responsible for the forecasting of sales within the company annual strategic plan inclusive of all independent customer costings. Manages the financial aspect of the company’s product sales from the initial costing of the sale through to invoicing.  Provides the Managing Director with sufficient data and analysis to make regular decisions on sales strategy through the year. In conjunction with the Accounts department, manages the accountability of stocks from green purchasing through to packed stocks.
 
Responsibilities:
Sales Administration Planning and Preparation
  • Manages and controls the Accounts dept. budget.
  • Manages the sales forecast on all types based on expected business from September each year.
  • In conjunction with buying and Sales managers, establishes crop volume forecasts and anticipated green pricing for all crops
  • Plays an integral role in Strategic Planning (SP) process commencing September of each year.
  • Utilizes the latest forecasted costs and SP margin aspirations in all pre-season costings and budgets.
  • Prepares pre-season costings for all sales.
  • Prepares and reviews all Account Executives customer costings to ensure they are in line with the parameters set in the SP and that they meet strategic objectives decided by the Managing Director.
  • Develops the Factory and Sales revenue budget
  • Reports kilos purchased to South Africa Office for selected customers.
  • Holds records of all unsold inventory and carry-over stocks.
  • Prepares FINACCTS and TOBACOSTINGS.
  • Prepares company CC.
  • Prepares, reviews and distributes cost plus CC. Prepares and coordinates responses to queries regarding CC.
  • Develops and monitors tools to review and control buying and processing performance on a daily basis.
  • Performs an annual review of all key controls through the supply chain (Buying to Shipping) with key personnel prior to the start of the season. Coordinates implementation of new key controls.
 
Accounts Department Planning and Preparation
  • Ensures Accountant has all the buying grades and the agreed packing charges registered on STS
  • Calculates the weekly financial requirements to pay for tobacco purchases.
  • Submits calling information to the FD to prepare his calling from the South African Office. This is done in consultation with the Head of Buying
  • To plan, execute and submit all reports pertaining to Agri accounts, finance and  shipping/ invoicing for ‘cost plus’ customers. Among other reports this includes:
    • Green Calling submissions
    • Packed calling submissions
    • Processing Report review
    • Conversion Charge Submissions
    • Packed volume reporting
    • Shipping reports
    • Reconciliation review report
    • Ad-Hoc analysis
Customer Liaison
  • Attending meetings with customers to discussing administrative matters and confirming specific requirements.
  • Assist in customer entertainment when required.
  • Respond to any cost plus customer queries relating to final FOB cost (Including CC queries, freight costs, materials and blend/yield information)
  • Prepares justification and defense for any cost increases for FOB customers.
  • Prepares and coordinates Cost Plus audit of controls procedures relating to Supply Chain Operations (Buying to Shipping)
  • Prepares and coordinates Cost plus reconciliations.
Sales Administration
  • Signs and approves all sales invoices confirming sales price and other invoice details as being correct.
  • Monitor sales and factory revenue against budget.
  • Cross check and filing of all Order Forms from Head of Sales Manager
  • Reviews all SCPOs against AE’s costings. Addresses negative variance by reporting to Head of Leaf Sales/Buying and Sales Manager for the necessary action.
  • Prepares the performance report and submits to the MD weekly.
  • Prepares buying order reconciliations.
  • Prepares and monitors daily analysis of purchases and transfers for action by Account Executives, Head of Agri or M.D.
  • Monitors and prepares daily analysis of blending performance to target for action by Account Executives, Head of Sales or M.D.
  • Oversees Auction floor reconciliations relating to weight claims, under/overweight bales and missing/un-invoiced bales.
  • Prepares and maintains profit and scenario planning report for M.D. review.
  • Prepares and submits final offer information to the head office
  • Prepares sales forecast for finance department, reconciling to FinAccts, when required. Ensuring all stock, third party processing revenue and shipments are correctly represented.
  • Prepares and updates charges in STS (materials and CC) based on total costs received from Finance
  • Reviews all charges in STS to ensure costs are correctly recorded.
  • Prepare analysis of performance and changes to SP EBIT for MD review
  • Performs and assists with analysis of key data relating to anomalies in performance (ie yield analysis) for internal review and customer reporting.
 
Shipping and Planning of Exports
  • Prepares shipping flow in conjunction with the Head of Sales and Head of Logistics.
  • Measures monthly shipments in conjunction with the Sales Manager.
  • Takes action to increase exports to meet budget.
  • When required target is not achievable, reports to MD, OD and FD.
  • Ensures shipped according to signed shipping instructions.
  • Monitors all unshipped stocks and follows up on instructions to ship the stock.
  • Approves all shipping instructions received to confirm availability of the packed product and feasibility to meet deadlines.
 
Reports and Controls
  • Checks the gross profit report and confirms all data reported is correct. Checks that all sales have been booked. Signs off on the company’s profit report.
  • Monitors company debtor schedule and signs off the schedule.
  • Develops and performs daily checks of all key supply chain controls (Buying, Receiving, Issuing, refeeding), internal and customer specific, to ensure procedures are being adhered to, and automated controls are effective. Develops amendments to controls and procedures in the event of control failure. Prepares customer report and responds to queries in the event of control failures.
  • Takes corrective action for any debt over 60 days.
  • Ensures the administration’s Sarbanes Oxley documentation and implementation are ready for audit.
  • Ensure Account’s Department ISO 9001:2000 quality management systems are implemented by the LA.
 
Purchasing Procedures
  • Holds all signed copies and implements any new agreements of the product Sale and Purchase Agreement.
  • In conjunction with the Leaf Accounts Manager, Operations manager and factory manager oversees the following procedures and systems:
    • Bale integrity at all selling floors
    • Ticket matching
    • Re-weighing exercises and reporting
    • Recovered from lost ticketing
    • Bale peeler procedures
    • Archive management
    • Spot audits on all procedures
 
Administration Third Parties
  • Ensures that the contract drawn up between the company and Third Party is being conformed to.
  • Checks all packing returns to confirm correct packing charges are applied to the packing of their product.
  • Authorises monthly packing invoices and monitors payments.
  • Ensures key controls are adhered to (Receiving and Issuing of third party product).
  • Assists with financial forecasting of third-party costs and revenue.
  • Ensures accountability is maintained, while not negatively impacting processing performance.
 
Requirements: Qualification and Skill
  • CIMA Qualified, and relevant degree
  • Experienced Cost Accountant, 5 Years post qualification experience
  • Highly Analytical individual working on commodity relevant efficiency, data and analysis programmes.
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