Finance Clerk at Four Seasons Safari Tanzania

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The Finance Clerk is responsible
for the verification and reporting of hotel daily transactions. Control
all third party posting on guest folio and handle all transaction
related to tax collection.
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Responsibilities:

• Maintain
  alphabetical files by vendor containing complete invoices and backup
  attached to the bank transfer form for efficient access after payment.
  All filing is to be kept current.
• Ensure all payments are made
  correctly and with the correct authorization (approved PO), evidence of
  receipt, invoice or delivery slip and Accounts Payable stamp.
• Process all Accounts Payable invoices and bank transfer through the computer system.
• Complete
  wire authorization forms for wire transfer and ensure it is signed by
  two authorized signatories (from Groups A & B) and ensure all
  applicable backup supports the transfer.
• Ensure all standing
  orders for electronic disbursements are approved in accordance with the
  normal payment procedures and signed by the cheque signatories.
• Verify and process Expense Reports and Petty Cash reimbursements ensuring compliance with key controls.
• Forward
  all stop payment and void cheques to the Staff Accountant / Assistant
  Director of Finance for journalizing. Reconcile vendor statements as
  they are received, with reconciling items, including any correspondence
  from the vendor clearly indicated and resolve all discrepancies directly
  with the vendor.
• Prepare manual cheques and online payment as
  they are required if directed by Director of Finance or Assistant
  Director of Finance.
• Run the required reports at month end to close the Accounts Payable cycle.
• Ensure
  all goods received and services provided, but not yet invoiced, are
  properly accrued and expensed and that the outstanding liabilities for
  other accruals are accurate and agree to all supporting documentation.
• Verify
  that all invoices are supported by duly approved purchase orders when
  required, signed receiving documentation and/or the approval of
  authorized management personnel.
• Verify prices, quantities and
  extensions against purchase order as required, and initial the invoice
  when verified. Bring any discrepancies to the attention of the
  Assistant Director of Finance.
• Understand tax laws as it
  relates to VAT or sales tax, use tax, goods and services tax and year
  end processing ensuring compliance, submission and payment deadlines are
  met and ensure that all deductions and exemptions are properly
  documented.
• Ensure the correct sales / use tax is either paid
  to vendor or self assessed with payment processed on time to local,
  state, or other tax jurisdiction.
• Prepare journal entry for accrual of invoices received after closing and for goods and services received, but not yet invoiced.
• Maintain
  a separate file for purchases of all operating equipment items (china,
  glass, silver and linen) and capital items under the direction of the
  Assistant Director of Finance.
• Ensure all local and corporate
  policies, rules, internal controls and procedures and safeguards are in
  place, as they relate to House Banks.
• Retrieve deposit
  envelopes from the drop safe for processing, accompanied by a Security
  Officer or the Director of Finance’s designate.
• Audit cashiers’ daily deposits and prepare the daily hotel deposit.
• Count, balance, organize and monitor own Bank and safe.
• Process foreign currencies in accordance to local policy.
• Prepare and distribute Cashiers’ due backs.
• Prepare the Daily Cash Report.
• Issue Cashier Banks and assign safety deposit boxes for safekeeping of the Banks.
• Prepare and maintain a log on all issued House Banks.
• Make petty cash disbursements according to established guidelines.
• Collect/Audit
  paperwork from all revenue centers in the hotel ensuring accuracy and
  compliance with Four Seasons’ Internal Controls and local hotel polices.
• Ensure that accurate room revenue is captured, recorded and posted.
• Ensure
  that accurate F&B outlet revenue, Banquet Food and Beverage Revenue
  and F&B Miscellaneous Revenue is fully captured, recorded and
  posted.
• Monitor and record all house account meals and
  entertainment expenses and report any non-compliance to the Assistant
  Director of Finance for follow up with the hotel management.
• Balance
  income against the respective ledger balances in the PMS system (guest
  ledger, city ledger and deposit ledger) and any discrepancies are
  corrected as identified and brought to the attention of Assistant
  Director of Finance.
• Verify credit card settlements and
  transmissions to receipts in bank and outstanding balances are traced
  for future receipt and ensure exceptions are investigated and anomalies
  are brought to the Assistant Director of Finance or Assistant Director
  of Finance attention.
• Update credit card reconciliations on a
  daily basis that agree to transmissions and receipts; where credit card
  numbers are stored electronically, no hard copy of the numbers should be
  retained on file.
• Perform monthly balance sheet
  reconciliations to ensure balances agree to the outstanding credit card
  balance per the credit card reconciliations.
• Ensure post-departure allowances with all applicable backup is approved and signed per local policy and included in the SR-5.
• Review
  the General Ledger accounts established to Record Room, Food &
  Beverage, Amusement and General Sales and Value Added Taxes.
• Audit
  paperwork from all cashiers in the hotel ensuring accuracy and
  compliance with Four Seasons’ Internal Controls and local hotel polices.
• Daily review and record all third party transactions (Air ticket, Hotel, Air balloon, Park fees, etc).
• Follow
  up with third party organization to ensure that all invoices are
  received during the same month of the revenue is generated.
• Prepare
  and coordinate the monthly reconciliations for all balance sheet
  accounts related to third party, ensuring all outstanding reconciling
  items are investigated and resolved satisfactorily.
• Ensure that every single bill checked out is properly fiscalized.
• Reconcile
  TRA settlements and ensure exceptions are investigated and anomalies
  are brought to the Assistant Director of Finance’s attention.
• Daily reconciliation of Tanapa and Ngorongoro cards for Park Fees.
• Participate in the physical inventory counts and the subsequent accuracy of count, price, and valuation.
• Get a working knowledge of all areas in Finance to ensure that coverage can be provided for employees on vacation or leave.
• Perform any additional duties as assigned by the Assistant Director of Finance or the Assistant Director of Finance.
• Maintain
  harmonious and professional relationship with co-workers, supervisors
  and all departments to promote effective receiving and pick up of goods
  received.
• Comply with Four Seasons’ Category One and Category Two Work Rules and Standards of Conduct as set forth in EmPact.
• Assist in other areas of the Accounting office as needed.
• Must
  be willing to work a flexible schedule in order to accomplish the
  required duties and be willing to assist in the absence of any member of
  the department.
• Follow all Accounting Policies &
  Procedures and Internal Controls in the performance of one’s duties. Be
  willing to assist with hotel or departmental initiatives as applicable.
• Participate in the annual circulating Operating Equipment inventory and assist in review and reconciling the discrepancies.
• Support the Hotel’s food hygiene, Safety Committee and Green initiatives.