MAIN OBJECTIVES

1. To assist FM or FC or AS to carry out all accounting functions relating to the Expenditure/Revenue area of the station. 

2. In expenditure and revenue areas to assist FM or FC or AS in ensuring accurate and timely recording of expense transactions in station books of accounts. 

MAIN DUTIES

ACCOUNTS ASSISTANT EXPENDITURE:

1.Verify the documentation and record all expenditure invoices received at the station as per GF procedures and policies immediately after receipt of information. Invoices in this context include all types of invoices –External, Internal, Prepayment etc. Registering of invoices in Accounts Payable module should not be delayed till the date of payment.

2.Recording of expenses should be based on original invoices and supporting documents. In cases where the original invoice and supporting documents are missing or lost, the expenses can be recorded on the basis of copies subject to approval from FM or FC and also after ensuring proper verification that there is no duplication of recording expense.

3.Ensure that staff submit iexpenses for all claims submitted at the station. Audit all iexpenses in accordance with GF policy in the absence of FM or FC or AS.

4.Liaise with concerned department heads at the station for the timely certification or approval of invoices.

5.Liaise with FM or FC or AS for the opening of new Supplier Accounts in Accounts Payable module.

6.Exercise reasonable care and diligence in verification and recording invoices in Accounts Payable module. Ensure consistency in allocation of expenses, correct usage of account codes and specifying appropriate narration for the expenses.

7.Ensure that the Invoices for direct operating costs are correctly verified against the daily movement sheets, agreements, agreed rates, catering figures, etc.

8.Keep FM or FC or AS informed on all discrepancies identified during verification of invoices and iexpense claims.

9.Ensure that action on Passenger related claims such as refund of ticket, Customer Compensation claims, Lost or Damaged Baggage claims are settled promptly as per procedures set for each of these areas from time to time.

10.Prepare cheques for payment to suppliers and staff claims on in consultation with FM or FC or AS. Payments should be released on due dates and any early payment discounts should be availed.

11.Print and forward remittance advises along with checks and original invoices to the FM or FC. Ensure that the remittance advices are signed by both FC/FM and Station Head before releasing the checks to the suppliers.

12.Reimburse petty cash expenses after verification of supporting documents and applying GF policy. In case clarification is required for nature of expenses or tenability of expenses, refer to FC or FM or AS.

13.Download Disbursement bank statement if there is a facility to download the same or obtain statement of account from the bank on timely basis (before the closure of monthly accounts). Clear the checks that are debited in the bank statement. Any discrepancies noted in the reconciliation should be addressed appropriately through the FC or FM or AS.

14.Prepare Disbursement Bank account reconciliation in the required format. In case of non-agreement of reconciliation, refer the matter to FC or FM or AS for directions.

15.Deface the supporting documents such as invoices, delivery notes, petty cash vouchers, and other supporting documents with `PAID STAMP’ after the checks are signed.

16.Ensure that checks are released to beneficiaries within a reasonable time after the checks are signed. Signed checks should not be withheld unless there is a compelling reason and it has been discussed and advised to FC/FM.

17.In case GF incurs expenses on behalf of any third party, ensure that recharge invoices are raised on timely basis. For example, STNME invoices, Royal Flight invoices etc.

18.Ensure reconciliation of supplier balances with the statement of account of suppliers from time to time to ensure that there are no unaccounted or disputed invoices appearing in the statement of supplier.

19.Prepare Payroll for the local staff under directions from FM or FC or AS. Check and agree the station payroll to ensure that it is in accordance with the pay manual and salaries are according to the individual NCRP of the staff. Prepare the payroll JV and other reporting documents for HO.

20.Ensure that overtime sheets, shift allowance details etc are received in time from respective departments for preparation of payroll.

21.Prepare and maintain records for all statutory deductions for staff at the station-income tax, social security, retirement pension, etc. Ensure that checks are prepared in time for release of statutory payments and employee benefits.

22.Ensure that pay slips are prepared and distributed to staff in time and in confidence.

23.Maintain a proper staff ledger at the station to control all staff payments.

24.Prepare the station accruals after comparing the expenses recorded and prepare Journal Vouchers or GIS for posting in the accounting system.

25.Prepare monthly reporting schedules as per HDQ requirements and forward the same to HDQ after approval of FM or FC. Tally the schedule balance with GL balance and investigate the differences if any.

26.Assist the FC or FM in preparing station finance budgets.

27.Assist the FC or FM or AS in any other matter at the station.

28.Deputize for the FC or FM or AS in his absence.

ACCOUNTS SUPERVISED – REVENUE

1.Ensure that all sales reports and settlements from the agents/GSA are received on time at the station. Necessary follow up has to be made with agents/GSA if the same are delayed.

Ensure that GSA pax sales is reported as per GF ASR as per HDQ procedure.

2.Inform the FM or FC if there is any delay in settlement from GSA / BSP / CASS / Agents / Credit card companies.

3.Ensure that BSP sales and refund reports are downloaded on time.

4.Ensure KALE refund edit files are verified and responded in time as well as issue ACMs to agents. Ensure that all ACMs are signed by FC/FM and Station Head before releasing the same to

5.Monitor Bank Guarantees expiry date and evaluate the exposure levels vis-à-vis the bank guarantee level. Any shortfall in bank guarantee levels should be discussed with FC or FM.

6.Run GF ASR report on daily basis for GF counter (Town office/WWCC/ Airport/EBT) sales and reconcile the figures with cash collected, credit card charge slips, LPOs for credit sales, duty travel forms or other documentation for issuance of tickets on credit.

Any discrepancies between the cash collections, credit card charge slips, LPOs and other documentation and ASR totals should be thoroughly investigated. If the error is due to ticketing practices followed by ticketing staff, ticketing supervisor should be advised on the same through FC or FM or AS.

7.Check all the sales and refund reports at the station and prepare entries for recording the same in accounting system.

8.Prepare official receipts for all funds received at the station. Daily collections should be banked into Sales collection Account on the same day or the following day.

9.Ensure that cash collections are not utilized for any disbursement including petty cash.

10.Prepare receipts in serial order and any voided receipts should be maintained in the receipt book in full set. All receipts should be entered in the accounting system on daily basis.

11.Ensure no payments are made from the sales collection bank accounts.

12.Check and agree the sales reports received from Agents, GSA and ASR with the sales report generated from Accounting System. Similarly, check and agree the refund reports. Any discrepancies should be investigated and rectified immediately.

Ensure that station suspense account is constantly monitored and credit notes are raised for the collections made at HDQ and advised to the station by GIS.

13.Review Customer statement of accounts on periodical basis and compare with the statement of account received from various customers especially GSAs/Agents reporting directly to the station. Any discrepancies in reconciliation should be thoroughly investigated to avoid disputes. Such discrepancies should be notified to the FC or FM or AS for necessary action.

14.Download bank statement if there is a facility to download the same or obtain statement of account from the bank on timely basis (before the closure of monthly accounts). Clear the receipts that are realized in the bank.

Prepare Sales collection bank reconciliation on monthly basis. Any discrepancies noted in the reconciliation should be addressed appropriately through the FC or FM or AS.

15.Prepare Port Clearance Reconciliation at the end of every month and ensure that it tallies with the balance in various Port Clearance General Ledger Accounts.

16.Control the stock of Revenue documents at the station and maintain proper stock records for these transactions in Inventory Module.

17.Ensure that refunds are processed correctly and settled as per company procedures. For cash refunds liaise with expenditure section if the role is carried out by different staff.

18.Settlement of pax/cargo claims. For claims involving cash payments, liaise with expenditure section if the role is carried out by different staff

19.Assist the FC or FM or AS in any other matter at the station.

20.Deputize for the FC or FM or AS in his absence.

EDUCATION & TRAINING

1. Bachelor Degree in Accounting or Finance or any equivalent degree.

2. Possess Good Accounting knowledge.

3. Fluency in written and spoken English.

EXPERIENCE

3-5 years of experience in Accounting and Finance. Airline experience in expenditure and revenue accounting fields preferable.