Free Sample Purchasing Accountant Job Description
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Sample Purchasing Accountant Job Description


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Purchasing Accountant

POSITION:

Accountant (Purchases)

INCUMBENT(S):

Jane Doe

DIVISION:

Finance and Accounts

ORGANIZATION:

Company ABC

LOCATION:

City ABC

DATE:

June 28, 2013

Approval Signatures:

Incumbent                           Deputy General Manager

RESPONSIBILITIES:

This position is responsible for the effective management of Company ABC purchases, receipts, payments and the asset register. This position supports the costing process of the Production Unit, and is responsible for the overall preparation of Company ABC financial accounts.

This position is required to comply with all Company ABC financial management procedures.

ORGANIZATION MAGNITUDE (Annualized):

Total ABC Staff:                   52

Total Budget                        13,632,993,292

Total Revenues                    13,937,536,891

ORGANIZATION STRUCTURE:

This position reports to the Senior Accountant and receives written and verbal direction from this individual.

This position does not supervise or direct any staff (no direct reports).

This position provides indirect guidance to:

·         Accounts Assistants: recognition of certain transaction such as how to post prepaid transactions and what type of entry to pass in the journals

This position receives indirect guidance from:

·         Purchasing Officer: guidance on how to treat long outstanding orders; partial deliveries; and orders with discrepancies

·         Head of PMS: guidance on how to treat long outstanding orders, partial deliveries and orders with discrepancies

·         Deputy General Manager: guidance on how to treat store discrepancies in PMS and PU

NATURE OF WORK AND JOB SCALE:

Freedom to Act:

This position has work originating from:

·         Pharmaceutical Main Store (PMS)

·         Technical Service Dept (TSD)

·         Production Unit (PU)

·         Finance and Accounts

·         Administration

This position provides work to the following individuals, groups and/or departments:

·         Pharmaceutical Main Store (PMS)

·         Technical Service Dept (TSD)

·         Production Unit (PU)

·         Finance and Accounts

·         Administration

The work performed by this position is typically not reviewed or approved while in progress.

The work performed by this position is typically reviewed or approved when completed by the Head of Finance and Accounts.

This position has access to the following procedures and/or manuals to assist with completing his/her work:

·         Company ABC Financial Management Procedures

Challenges:

This position encounters no frequent problems.

This position does not encounter any difficult problems.

This position has access to a supervisor and/or other employees in order to resolve the following problem(s):

  • non-routine financial transactions and suppliers queries when Company ABC fails to meet its payment obligations in time.

Contacts:

This position has contact with the following individuals, departments and/or external contacts on the following basis:

·         Head of PMS (PMS): regarding discrepancies in items ordered and delivered on a monthly basis

·         Production Assistant (PU): regarding the cost of production inputs on a monthly basis

·         TTM (medicines and equipment suppliers) Sales Officer: queries in payments or terms of payments on a monthly basis

·         KAM Pharmacy (medicines and equipment suppliers) Sales Officer: queries in payments or terms of payments on a monthly basis

SPECIFIC RESPONSIBILITIES:

·         To ensure the accurate and timely reconciliation and payment of quality supplies

o          creating and reconciling suppliers accounts

o          creating and posting purchase credit memos

o          preparing foreign suppliers payment schedules

o          posting all purchases (purchase orders)

·         To ensure that the cashier performs efficiently and effectively

o          reconciling the cash receipts from the cashier with the cash collected

o          standing in for the cashier in her absence

·         To participate in determining the right selling prices for the Production Unit products

o          computing the production costs, which includes monitoring the price fluctuations of the raw materials

·         To participate in the preparation of Company ABC financial accounts

o          posting all journals, including the payroll

o          posting the item journals

o          recognising inter-departmental transfers

·         To manage and maintain Company ABC asset register

o          preparing the asset movement schedules

o          conducting an asset stock taking exercise

o          updating the asset register

·         Provide reports to the following individuals, departments and/or external contacts on the following basis

o         suppliers schedules to Head of Finance and Accounts to establish the money owed to Company ABC suppliers on a monthly basis

o         cash flow statements to Head of Finance and Accounts to establish Company ABC liquidity status on a monthly basis

WORKING CONDITIONS:

This position requires long hours using the computer. The condition is severe because it causes regular headaches and pain in the eyes. This is a daily occurrence and last for 8.5 hours.

Mental stress caused by long periods of concentration when computing the production costs for the PU.

This happen monthly and normally lasts for 2-3 days.

QUALIFICATIONS:

Internal promotion scale

Diploma in the relevant field or equivalent


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