Finance Business Service & Administrative Officer

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Finance Business Service & Administrative Officer

Main Purpose:
Manage the administration of the representative office, supervise corporate services and represent Bayer's interest in the country towards the government, institutions and customers
Business services tasks for the Bayer rep office in Ghana in close coordination with the Business services functions based in LE 1917 in Côte d'Ivoire
GFI tasks, in close coordination with the GFI team based in LE 1917 in Côte d'Ivoire

Key Tasks & Responsibilites:
Finance related tasks:
In close coordination with the GFI team of legal entity LE1917 based in Côte d'Ivoire
Responsible for the complete, timely execution of the Accounting Operations in good quality in the area of General Accounting and Internal Accounting according to the defined activity split.
Contribute to the reliability of the books in his/her scope of responsibility allowing a certification by external auditors
Collect all relevant information in Ghana for Tax or financial audit or ad hoc analysis or accounting services driven by GFI in Côte d'Ivoire for the Ghana rep office

Ensure financial statements are completed within schedule by VT consult and filed with the required statutory bodies (Registrar Generals Department and Ghana Revenue Authority

Acknowledge receipt and check invoices in Ghana. Ensure General Ledger cost allocation and proceed with the procurement process with the Global Services Network

Liaise with sage consultant to post invoices locally in SAGE and file them for audit purposes

Supervise the external audit by the Ghana revenue Authority and SSNIT

Uploading invoices and preparation of payment requests letters including pick up of banker's drafts from the bank: Receiving and following up on Bills and Invoices and Inputting necessary details as Vendor codes, General ledger code, distribute cost to the various cost centers, Withholding taxes where applicable, scan and upload via SAP and refer to the responsible

Ensure that all payments done in Ghana complies with the laws of the land so as to avoid tax penalties

Ensure all Enabling Function invoices are paid at when due

Manage the Petty cash process for Ghana [ ecash]

Annual Inventory count via SAP

Business Services tasks:
Foster S2P
Monitor mobility services (credit card, CONCUR, Travel)
Contribute to Fleet management, (incl fuel cards)
Insurance, (Vehicle, Health, Life, etc…)
Support Event management
Monitor   IT support
Act as the key contact for site services and related project
Support colleagues regarding the PR/PO   process. Ensure the  " after the facts". Purchase orders are documented as an exception
Act as the first point of contact for VRS for all discussions regarding fleet of vehicles.
In close coordination with business support functions of LE 1917 based in Côte d'Ivoire:

Foster Vendor creation and modification: Process request from suppliers for creation and modification of customer master records via the appropriate link.

Handling Concur Front office & Back office: Issuing cash advance request and accounting and reviewing physical uploaded receipts for final approval

Manage the administration of the representative office, supervise corporate services and represent Bayer's interest in the country towards the government, institutions and customers:
Ensure office environment is in good condition. Receiving and keeping records of office supplies and ensuring that office equipment is working properly.
Sign off letters for Visa requirement for visiting colleagues (where applicable)
Procurement/Replenishing stock that is office equipment, Stationery and Consumables: Requesting of Quotes from potential suppliers and selecting the quality discounted supplier.
Organize meetings   according to priority set   by the management
Is recognized as a reliable and trustful point of contact (POC) by customers, suppliers, partners and employees
Liaise with Ghana authorities and cross divisional partners or suppliers ( Banks, Multisoft,…)

Monitor Bayer and German activity footprint in Ghana

Value added
Ensure smooth operation within the corporate representative office

Taking the ownership of a selection of administrative and organizational activities and projects
Ensure a streamlined and efficient follow up of the end-to-end Finance, business services & administrative processes
Support the colleagues to comply with all internal rules and processes
Ensure smooth functioning of overall Rep office activities

Key Working Relations (internal / external):
Internal: Team of 2 in Ghana, the platform functions in Côte d'Ivoire
External: Suppliers, Accounting and payroll services consultants, Auditors, Banks, Tax authorities, FX authorities

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Skills, experience and qualifications:
Master's or bachelor's degree in finance / accounting / Audit
5 years minimum Experience in Accounting, Finance, Tax, Audit and Controlling
Good and proactive communication skills
Good analytical skills
Good Microsoft Office applications knowledge 
Knowledge of ERP system (SAP)
Excellent communication skills, fluent in English, spoken and written
Need to speak professional French
Ability to interact in a matric organization driven by multifunctional processes
General business savvy
Self-reliant in daily activities but capacity to document and escalate when necessary
Good IT skills in MS Windows and Office
Project management
Within his/her scope of activity ensure compliance with rules and regulations

Location:
Ghana : Accra : Accra

Division:
Enabling Functions

Reference Code:
839936