Job Description

• Reports To: Accounts/Finance Manager
• Department: Finance & Administration 

Job Summary
The Accounts Clerk is responsible for providing financial, administrative, and clerical support to ensure accurate and timely recording of financial transactions. Working within a security service environment, the role involves assisting with payroll processing for man guards, invoice tracking, petty cash management, reconciliation, and general financial documentation. The ideal candidate must be detail-oriented, organized, and able to work with minimal supervision.

Key Responsibilities
1. Payroll Support (Security Personnel & Admin Staff)

• Assist in preparing and processing monthly payroll for guards and administrative staff.
• Verify attendance records and timesheets submitted by operations/security admin team.
• Flag and resolve any inconsistencies in data received from field teams.
• Maintain up-to-date payroll files and ensure all deductions and allowances are properly documented.

2. Accounts Payable & Receivable

• Prepare and issue customer invoices based on services rendered (guard services, installations, etc.).
• Track invoice payments and follow up on outstanding balances in coordination with the business development and operations team.
• Process supplier/vendor invoices and ensure timely payments.
• Reconcile supplier statements and resolve any discrepancies.

3. Financial Documentation & Data Entry

• Post daily financial transactions into accounting software or manual ledgers.
• Maintain and organize financial records, receipts, and vouchers for audit purposes.
• Ensure filing systems (digital and physical) are consistently updated and easy to retrieve.

4. Reconciliation and Reporting

• Perform monthly bank and petty cash reconciliations.
• Reconcile guard payroll reports with approved schedules and deployments.
• Assist in preparing financial summaries and reports for management.

5. Petty Cash & Expense Management

• Maintain petty cash float and process petty cash requests from various departments.
• Record and reconcile all petty cash disbursements with supporting documentation.
• Track expenses related to uniforms, logistics, and guard equipment.

6. Compliance & Internal Controls

• Ensure adherence to all financial policies, procedures, and internal controls.
• Support the finance team in audit preparation and compliance documentation.
• Alert management of any irregularities or inconsistencies identified.

7. Coordination & Support

• Liaise with other departments (Operations, Admin, Procurement) to ensure accurate data flow.
• Support the finance team with tasks such as tax filings, statutory payments, and bank errands.
• Perform any other accounting-related duties as assigned by the Finance Manager.

Required Skills or Experience

Skills and Qualifications

• Minimum of Diploma or HND in Accounting, Finance, or related field. A Bachelor’s degree is an advantage.
• At least 2 years’ experience in an accounting role; experience in the security industry is preferred.
• Proficient in Microsoft Excel and accounting software (e.g., Tally, QuickBooks, Sage).
• Strong attention to detail and organizational skills.
• Good communication and interpersonal skills.
• High level of integrity and ability to maintain confidentiality.

Working Conditions

• Office-based with occasional travel to banks or vendor premises.
• May require extended hours during payroll periods or financial closing.

Key Performance Indicators (KPIs)

• Timeliness and accuracy of payroll processing
• Accuracy of financial records and reconciliation reports
• Compliance with internal accounting procedures
• Efficiency in petty cash and expense management