The Sales and Inventory Accounting Assistant is responsible for ensuring that the inventory at all Digiwireless stores and Head Offices is properly reconciled and all variances are explained and rectified in a timely manner.

Stores Inventory Reconciliation

Stock Count Schedule-

q  The Sales and Inventory Accounting Assistant works closely with the Assistant or Junior Accountant to prepare a monthly stock schedule for the upcoming month for the Digiwireless stores and Head Office, taking into consideration all other tasks and deadlines.

Stock Count – All Digiwireless Stores and Head Office 

q  On the scheduled days, the Sales and Inventory Assistant would visit the respective stores. On arrival he/she will export from Overture (Digicel’s Reporting Programme) the Available Detailed Inventory for that individual store.

q  The information is formatted into a specific manner conducive for the stock counts and copied into a pre-formatted spreadsheet with formulas that assist in verifying the IMEI and ICCID of each individual handset and sim card.

q  The handsets, sim cards and accessories each have their individual tabs where the IMEI’S and the ICCID’S are scanned into the respective column.

q  After all the items are scanned in, the columns are filtered to show the items which are “NOT IN STOCK” or “NOT PHYSICALLY IN STORE” or “NOT ON ARIA” or “PHYSICALLY IN STORE”.

q  These variances are then copied and pasted into the variance tab.

q  An investigation is done at the store to solve all variances.

q  The variance spreadsheet is then printed and signed by the Sales and Inventory Officer and the Store Supervisor.

q  The completed stock count report is then emailed to all relevant persons (Store Supervisor, Store Team Lead, Operations Manager, Group Sales & Marketing Manager and Accounts Department.)

q  The Sales and Inventory Assistant must have a meeting with the Operations Manager to discuss and resolve the variances. Depending on the outcome of the investigation on whether the stock should be either:-

• Cashed out and charged to the employee.
• Removal/Addition based on mix up when selling or adding the stock incorrectly to the system.
• Stock being replaced by suppliers due to DOA’s and customer replacements.

q  Before the stock counts begin, the float must be checked and balanced to the amount assigned to the store.

q  All the cash in each cash draw must be checked to verify that the amount of cash is within the authorized vaulting limit.

q  The vaulting notebook is checked to ensure the Supervisors and CSRs all sign for handing over the cash.

Accounts Variance Report by Store

q  Once the stock count for each store is completed, the variance report is updated per category (Devices, Accessory, Sim) and submitted.

q  There must be clear reasons for the variances identified and constant follow up for any action items to be amended.

q  In the event there are goods in transit from one store to the next (e.g. Head Office to Gulf City, the transfer must be confirmed as being received in stock at Gulf City), the transfer of goods must be verified as being received in stock.

q  Follow up must be done with the Inventory Controller and the respective stores to ensure all variances are rectified.

q  All variances that should be treated as removal/addition must be included on the variance sheet on a monthly basis together with all back up documents for approval(s). Once approved this must be submitted for the necessary actions by the Inventory Controller.

q  Follow up must be done with the IC to retrieve the completed RMAs and ARIA Pos and filed.

Inventory Reconciliation – Theoretical Movement of Stock

Preparation by store the movement from each month with the amount of stock (Unlocked Phones and Digicel Phones) received, sold, and transferred. Any variances with the Available Detailed Report must be addressed and rectified.

 q  Daily updating of the theoretical schedule for All Digiwireless-Unlocked Phones/Digicel Phones/Accessories

q  Daily updating by generating the following reports

• Transfers to and from Head Office
• Sales Detail reports – This is used to enter the sales per category
• Removed Inventory reports (all transactions in this report must be authorized)
• Purchases Journal on Peach tree; this must match the ARIA Po’s where goods have been received onto the system
• Variances resulting from comparing Theoretical and Available must be the same ad the Physical stock count.
• All variances must have a clear explanation.

q  Daily updating theoretical schedule for All Digiwireless-Accessories

• Daily updating by generating of the following reports
• Transfers to and from Head Office
• Sales Detail reports – This is used to insert the sales per category 

Petty Cash Counts 

q  On a monthly and bi-monthly basis, a count is conducted on the petty cash held by the Administrative Assistant and Assistant Accountant.

q  Ad hoc counts can also be done when necessary.

q  All discrepancies are reported to the Junior Accountant and Group Sales & Marketing Manager.

Person Specifications:

Minimum Acceptable Academic/Technical/Professional Qualifications

q  Five G.C.E./ C.X.C. O’ Level subjects including Mathematics and Principles of Accounts.

Minimum number of years of Relevant Experience

At least two (2) years in an accounting environment performing data entry functions:

Specific Skills/ Experience and/or Knowledge

• Computer Literacy (Excel, Access)
• The ability to work as a team member
• The ability to work with minimum supervision