The Sales Accountant role is crucial for implementing and adhering to the Coffee Sales Standard Operating Procedures (SOP) covering all aspects of coffee sales operations, from initial parchment reception through to the final payment of net coffee proceeds to growers. This position requires strong financial administration skills and experience, preferably within a context involving commodity sales or coffee operations.
Key Responsibilities
The successful candidate will be responsible for implementing and adhering to the Coffee Sales Standard Operating Procedures (SOP), covering all aspects of coffee sales, including:
Sales and Operations Administration
- Parchment reception and delivery to the mill.
- Monitoring clean coffee output in line with Outturn/Milling Statements.
- Dispatch of clean coffee to designated warehouses.
- Ensure timely preparation of sold stock release instructions for signing by authorized signatories.
Financial Management and Invoicing
- Generate invoices for successful bids and follow up with buyers to ensure prompt settlement.
- Invoicing successful coffee buyers and ensuring payment of net coffee proceeds to growers.
- Recovery of milling charges, transport costs, marketing commissions, and warehousing charges.
- Confirm invoice payments with bank signatories.
- Prepare detailed coffee proceeds schedules, accounting for milling charges, clean coffee transport, marketing commissions, warehouse charges, and other payable invoices.
- Submit coffee proceeds payment schedules for approval.
Reporting and Reconciliation
- Conduct regular stock reconciliation and share updated reports weekly.
- Dispatch sale statements to growers in liaison with field staff within two days of payment to growers’ bank accounts.
- Prepare weekly grower stock status reports and share with growers in liaison with field staff.
Regulatory and Contract Compliance
- Register signed direct sale contracts with the regulator (AFA – Coffee Directorate).
- Prepare all requirements for signing direct sale contracts, including letters requesting inspection of sold clean stock for issuance of export approvals.
- Prepare Movement Permits and Phytosanitary Certificates, where applicable.
General Administration
- Compile monthly stationery and welfare requirements for the Quality and Marketing departments and submit for supply.
- Maintain an up-to-date inventory of stationery and welfare items.
Requirements
Skills and Experience:
- Degree or Diploma in Accounting or a related field.
- Minimum of 3+ years of progressive experience in finance, sales administration, or coffee operations.
- Strong ability to self-manage daily tasks and ensure work is completed efficiently.
- Demonstrated financial management skills, including budgeting and cost control at the departmental level.
- Satisfactory verbal and written communication skills, including fluency in English and Swahili.
