Building Accountant and Property Manager

1. JOB PURPOSE

The accountant is responsible for maintaining accurate, complete, and timely financial records of New Leaf Medical Complex (NLMC), ensuring effective accounting operations, financial reporting, transaction verification, and compliance with applicable accounting standards, tax laws, financial regulations, and organizational policies.

The position supports the Finance Department in safeguarding organizational financial resources, strengthening internal controls, monitoring financial transactions, and providing reliable financial information to support management decision-making and the efficient delivery of healthcare services.

2. KEY DUTIES AND RESPONSIBILITIES

A. General Accounting and Financial Records

1. Maintain accurate and up-to-date financial records, accounting books, and general ledger accounts.
2. Record daily financial transactions in the accounting system in accordance with approved accounting procedures.
3. Prepare and process journal entries, accruals, prepayments, adjustments, and other accounting transactions.
4. Ensure proper classification, coding, and documentation of financial transactions.
5. Maintain organized financial records and supporting documents for all accounting transactions.
6. Perform monthly, quarterly, and annual account reconciliations.
7. Ensure completeness, accuracy, and consistency of financial information.

B. Accounts Payable and Receivable

1. Review supplier invoices, payment requests, purchase orders, contracts, and supporting documents before processing payments.
2. Verify the accuracy and completeness of supplier invoices and ensure compliance with approved procurement and payment procedures.
3. Maintain accounts payable records and monitor outstanding supplier obligations.
4. Monitor accounts receivable and follow up on outstanding balances in coordination with relevant departments.
5. Reconcile customer, corporate client, insurance, and other receivable accounts.
6. Ensure proper recording and reconciliation of patient-related revenue received through cashiering and other approved payment channels.
7. Prepare payment schedules and accounts payable and receivable aging reports.

C. Revenue Accounting and Healthcare Financial Transactions

1. Verify and reconcile daily revenue reports received from cashiering, billing, pharmacy, laboratory, imaging, and other revenue-generating service units.
2. Ensure proper recording of patient service revenue, including cash, bank transfers, card payments, insurance claims, and corporate agreements.
3. Reconcile billing records against actual collections and identify discrepancies for investigation.
4. Coordinate with the relevant departments to resolve billing, collection, and revenue recording discrepancies.
5. Monitor proper accounting treatment of discounts, refunds, credit adjustments, and other revenue-related transactions.
6. Support the reconciliation of insurance and corporate client claims with submitted invoices and payments.
7. Prepare periodic revenue reconciliation reports for management review.

D. Cash and Bank Management

1. Perform regular bank reconciliations and investigate outstanding or unexplained transactions.
2. Verify cash collection summaries against bank deposits and accounting records.
3. Monitor petty cash transactions and ensure compliance with approved petty cash procedures.
4. Verify payment documentation and ensure that payments are processed only with appropriate authorization.
5. Maintain accurate records of cash advances, settlements, and outstanding balances.
6. Report unusual financial transactions, discrepancies, and potential control weaknesses to the immediate supervisor.

E. Financial Reporting and Analysis

1. Assist in preparing monthly, quarterly, and annual financial statements.
2. Prepare trial balances, general ledger schedules, and supporting financial reports.
3. Prepare periodic financial reports, including revenue, expenditure, accounts payable, accounts receivable, and cash position.
4. Support budget monitoring by comparing actual expenditure against approved budgets.
5. Identify unusual financial movements and provide explanations for variances.
6. Provide accurate financial information required for management reviews and decision-making.
7. Ensure timely submission of assigned financial reports.

F. Taxation and Regulatory Compliance

1. Ensure accurate preparation and recording of applicable tax-related transactions.
2. Assist in preparing VAT, withholding tax, employment income tax, and other applicable tax declarations and supporting schedules.
3. Ensure timely submission of assigned tax reports and payment documentation in accordance with Ethiopian tax legislation.
4. Maintain proper tax invoices, receipts, and supporting financial documentation.
5. Support tax audits, regulatory reviews, and other statutory financial inspections.
6. Monitor changes in applicable tax regulations and communicate relevant implications to the Finance Manager.

G. Fixed Asset and Inventory Accounting

1. Maintain accurate accounting records for organizational fixed assets.
2. Assist in maintaining the fixed asset register, including acquisition cost, asset location, depreciation, transfers, and disposals.
3. Calculate and record depreciation in accordance with applicable accounting standards and approved policies.
4. Coordinate with the Store, Procurement, Biomedical Engineering, and relevant departments to reconcile asset and inventory records.
5. Support periodic physical verification of fixed assets and investigate discrepancies.
6. Ensure proper accounting documentation for asset acquisitions, transfers, write-offs, and disposals.

H. Internal Control, Audit, and Risk Management

1. Implement approved financial policies, procedures, and internal control requirements.
2. Ensure that financial transactions are supported by appropriate documentation and authorization.
3. Identify accounting irregularities, control weaknesses, and financial risks and report them promptly.
4. Support internal and external audit activities by providing accurate records and supporting documents.
5. Follow up on audit findings and assist in implementing agreed corrective actions.
6. Maintain confidentiality and integrity of all financial and organizational information.
7. Ensure appropriate segregation of duties and compliance with the organization's Delegation of Authority (DOA).

I. Financial Systems and Documentation

1. Maintain accurate accounting records using NLMC's approved ERP or accounting information system.
2. Ensure timely entry and updating of financial transactions.
3. Maintain proper electronic and physical filing systems for financial documents.
4. Support improvements in accounting processes, reporting systems, and financial data accuracy.
5. Ensure the security and confidentiality of financial information and system access credentials.

Purpose of the Job

To ensure accuracy, timeline, and compliance with financial policies in payables and receivables by processing supplier invoices, customer receipts, and reconciliations.

Key Results Area & Responsibilities

Accounts payable Support

• Receive and process supplier invoices, verifying accuracy, proper coding and alignment with purchase orders and receiving documents before entry into the accounting system.
• Prepare payment batchers for review and approval, ensuring that all supporting documentation is complete and properly authorized.
• Assist in reconciling supplier statements, flag discrepancies and follow up with suppliers under the guidance of the senior accountant.
• Maintain organized files of paid and unpaid invoices, payment vouchers, and supporting documents for audit and reference purposes.

Accounts Receivable support

• Process customer invoices and credit notes accurately, ensuring alignment with sales orders contracts, and approved pricing structures.
• Apply customer receipts to appropriate accounts reconciling payments against invoices and resolving discrepancies with customers or sales teams.
• Monitor customer account aging and assist in following up on overdue balances, preparing collection reminders and statements as directed.
• Respond to customer inquiries regarding invoices, payments, and account balances in a professional and timely manner.

Reconciliation and Month –End Closing

• Assist in performing monthly reconciliations of accounts payable and receivable sub-ledgers to the general ledger ,investigating and resolving variances
• Prepare supporting schedules for month end closing, including accruals for unpaid invoices and listing of outstanding receivables
• Compile data for payables aging, receivables aging and cash flow reports for management review
• Ensure all assigned reconciliation and closing tasks are completed within established deadlines.

Compliance and Audit Support

• Follow all compliance requirements and maintain proper documentation.
• Maintain proper documentation for tax filings and audit requirements, providing supporting records as requested. 
• Assist in implementing process improvement to enhance efficiency, accuracy and control in payables and receivables operations.
• Stay updated on changes in company policies and procedures affecting accounts payable and receivable.

Coordination and Team Support

• Coordinate with procurement, Sales and other departments to resolve transaction discrepancies and ensure smooth processing of invoices and receipts.
• Participate in training programs and contribute to continuous improvement initiatives within the finance function,

Key Competencies & Skills:

• Strong understanding of Financial Accounting Principles, IFRS, and statutory reporting requirements.
• Sound knowledge of tax regulations, tax filing procedures, and compliance requirements.
• Experience working with ERP systems and computerized accounting software.
• Experience in preparing financial Statements: - Profit & Loss Reports, Balance Sheets, Cash Flow Reports
• Strong knowledge of, Accounts Payable (AP), Accounts Receivable (AR) & Bank Reconciliation
• Month-end and Year-end Closing Activities
• Proficiency in Microsoft Excel, Word, and PowerPoint.
• Ability to analyze financial data and identify discrepancies effectively
• High level of integrity and confidentiality.
• Strong numerical and analytical skills.
• Good communication and coordination abilities.
• Attention to detail and accuracy in data management.

Ability to work under pressure and meet reporting deadlines