| 1 ENSURE THAT DOCUMENTATION OF SYSTEMS AND INTERNAL CONTROLS ARE UP TO DATE AND MONITOR CONTROLS COMPLIANCE |
| 1.1 Suggest appropriate controls to meet the control objectives defined by AOI Corporate for the different accounting cycles |
| 1.2 Update the AOIM systems notes for all cycles in Microsoft VISIO |
| 1.3 Update the AOIM Key Controls Matrix (KCM) |
| 1.4 Monitor compliance with internal controls and requirements of the Sarbanes Oxley Act, and make proposals for improvements in controls |
| 1.5 Plan & Coordinate the performance of quarterly stock counts |
| 2 ENSURE SYSTEMS COMPATIBILITY AND DATA INTEGRITY ON ALL SUBSIDIARY SYSTEMS AND LEDGERS FEEDING INTO THE GENERAL LEDGER |
| 2.1 Monthly receive analyses of sub-ledgers' account balances and their reconciliation to General Ledger balances |
| 2.2 Review the reconciliations and check the reasonableness of any reconciling items |
| 2.3 Assist in the resolution of any outstanding and invalid reconciling items on an ongoing basis |
| 3 ENSURE THAT ALL GENERAL LEDGER ACCOUNT BALANCES ARE RECONCILED EVERY MONTH |
| 3.1 Monthly produce the Account Reconciliation Work-paper based on the trial balance to allocate responsibility for account reconciliations |
| 3.2 Follow up submission of account reconciliations to meet the month end reporting time lines |
| 3.3 Review the reconciliations and check the reasonableness of any reconciling items |
| 3.4 Assist in the resolution of any outstanding and invalid reconciling items on an ongoing basis |
| 3.5 Prepare the Account Reconciliation Work-paper at each quarter end for submission to AOI Corporate Accounting |
| 4 TESTING OF MANUAL JOURNAL ENTRIES (JE'S) TO ENSURE SARBANES OXLEY (SOX) COMPLIANCE |
| 4.1 Select on a systematic random basis a sample of 10 manual JE's processed during each quarter |
| 4.2 Test the JE's for consistency with defined control objectives on the following areas · Appropriateness of processing approval · Sufficiency of supporting documentation · Accuracy of amounts processed · Correctness of posting period |
| 4.3 Report any exceptions to Local Finance Management and also make recommendations for improvement |
| 4.4 Submit the JE Testing Template to the Finance Director for his submission to Corporate Acc |
| 5 PERFORM MONTHLY ANALYSIS OF MANAGEMENT DEBTOR ACCOUNTS AND UTILITY DEBTOR ACCOUNTS |
| 5.1 Check the appropriateness of all amounts posted to Management Debtor accounts from the AP sub-ledger, Cash book and the payroll |
| 5.2 Follow-up, receive and review Management Travel Returns, and journalize for GL processing |
| 5.3 For the payroll run by the RHR Director; produce the Monthly Payroll Debt Template with the amounts to recover from the managers' payroll and the GL posting summary |
| 5.4 For the payroll run by the Admin Manager; print out account statements for each Manager to support the amounts due for recovery |
| 6 PERFORM MONTHLY GL ACCOUNT RECONCILIATIONS AND OTHER RECONCILIATIONS |
| 6.1 Perform monthly analysis of the PO/PA Clearing (Accrued Invoices) Account · Run the recon report from ACCPAC · Correct any MWK currency errors on foreign receipts · Match and clear corresponding receipts and invoices · Follow-up un-cleared receipts with Stores Department |
| 6.2 Perform monthly reconciliation of the Training Loans Account · Process training loan rollovers in GL · Validate amounts of loans posted through Cash book to source documents · Review for accuracy deductions schedules from HR records · Reconcile the GL balances to the Payroll |
| 6.3 Perform monthly analyses of AP Clearing Accounts (MRA, BANK & WEIGHBRIDGE Clearing) |
| 6.4 Perform monthly reconciliation of shipments per Dry Warehouse with amounts invoiced by Shipping Admin |
| 7 Safety, Health & Environment (SHE) |
| · Promotes SHE awareness in the department |
| · Maintains SHE Standards |
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