Officer, Merchant Reconciliation

At Stratostaff, we design, implement, and manage workforce solutions for large, specialized, or routine staff complements, giving you the opportunity to focus on your core business. The Officer, Merchant Reconciliation, is responsible for ensuring the accuracy of merchant transactions, maintaining the integrity of settlement processes, and managing inventory for POS devices and consumables.

Responsibilities

Reconciliation of Merchant Transactions

• Perform daily, weekly, and monthly reconciliation of merchant transactions across POS and e-commerce platforms.
• Reconcile settlement reports from card schemes (Visa, MasterCard, CUP) with internal transaction records and GL postings.
• Identify, investigate, and resolve reconciliation breaks or mismatches in a timely manner.

Merchant Settlement Oversight

• Verify that merchant payments are processed accurately and within agreed timelines.
• Ensure that merchant commissions are correctly calculated and posted to the appropriate GL accounts.
• Reconcile merchant chargebacks in the event of disputed card transactions and ensure proper documentation and resolution.

Merchant Inventory Monitoring, Tracking and Reporting

• Maintain an up-to-date inventory register for POS devices, SIM cards, paper rolls, chargers, cables, and all other consumables.
• Monitor opening vs closing stock, items requisitioned, consumption rate, stock at risk, and upcoming needs.
• Conduct monthly checks to confirm current physical stock against system records in TMS and Asset Finance register.
• Flag discrepancies for immediate investigation and resolution.

Establishing Accurate Re-order Levels

• Determine minimum stock levels based on usage trends, lead times, vendor delivery timelines, and business growth.
• Regularly review consumption patterns (e.g., deployment rates, branch requests, replacement frequency).
• Adjust re-order points annually depending on business growth needs.
• Update merchant inventory registers/dashboards and trigger alerts when quantities approach set thresholds.

Compliance & Risk Management

• Ensure adherence to internal controls, regulatory requirements, and Visa /Mastercard scheme rules.
• Maintain proper documentation and audit trails for all reconciliation activities.
• Collaborate with the posting officer to ensure clear segregation of duties and avoid conflicts of interest.
• Escalate unresolved issues to the Card Operations Manager, Reconciliation & Settlement with proposed resolutions.

Requirements

Qualifications and Experience

• Bachelor’s degree in Finance, Accounting, Business, or a related field.
• Minimum 2–3 years of experience in reconciliation, preferably in a banking or payments environment.
• Familiarity with card scheme operations and merchant settlement processes.

Skills and Competencies

• Strong analytical and problem-solving skills.
• High attention to detail and accuracy.
• Proficiency in Excel and reconciliation tools.
• Knowledge of GL systems and financial reporting.
• Ability to work independently and meet tight deadlines.
• Strong communication and interpersonal skills.