Accountant & Admin Assistant

MAIN TASKS

Finance & Administration

• Review and verify all invoices and payment requests in accordance with Company Guidelines. Forward them for payment processing.

• Compile a monthly list of payments made with supporting documentation and approval from the Head of KSA. Share the information with the Dubai Office on the 1st day of the following month for SAP Posting.

• Conduct bank reconciliations at the end of each month, ensuring sufficient funds. Notify the Head of KSA and request fund transfers from the Dubai Office if needed, communicated via email on the 1st day of the following month.

• Receive, review, and validate staff expense claims in the system. Once approved, generate a report, and forward it to the Head of KSA for payment processing approval.

• Check at the end of each month to ensure all Corporate Credit Card Expenses are posted in the system. Remind employees to post expenses on time.

• Liaise with the Local Bank Relationship Manager for any banking requirements or issues.

• Adhere to all Company Internal Audit Requirements.

• Maintain electronic records and filing for all payments made.

• Assist the Head of KSA in transferring Monthly Payroll using the Local Bank Online Platform through the WPS System. Provide required reporting to government entities.

• Keep records of the Commercial License and Tenancy Agreement and process renewals on time.

• Prepare VAT Filing Returns every quarter and consolidate all invoices related to VAT for the entire quarter.

• Communicate with the Consultant and assist in preparing the Yearly Financial Report for Audited FS for ZAKAT certificate renewal annually.

• Should have an experience of managing workflow of QIWA, MUDAD, MUQEEM, GOSI, VAT, portals.

• Monitor company assets.

• Receive and monitor Free of Cost (FOC) materials. Maintain records of all samples.

Logistics & Sales Support

• Order Processing - Issuing Quotations (Proforma Invoices for all KSA customer enquiries), Order confirmation, Invoicing & documentations.

• SAP usage for issuance PI and generating reports.

• Accounts – to follow up outstanding payment and to share account statements monthly with all KSA customer accounts team and update Management.

• Bonus calculation for Partner who have achieved the agreed yearly Sales targets.

• Coordination with customers for all regular updates.

• Monthly Sales reporting to Head of Region.

Office Management

• Front Desk Management: Greeting and assisting visitors. Answering and directing phone calls.

• Communication Handling: Receiving, sorting, and distributing mail. Managing emails and correspondence.

• Travel Coordination: Arranging travel and accommodation for staff. Managing itineraries for business trips.

• Office Supplies and Inventory: Procuring and managing office supplies. Maintaining inventory of office materials.

• Documentation and Filing: Organizing and maintaining office files and documents. Implementing efficient filing systems.

• Event Coordination: Planning and coordinating office events or meetings. Ensuring necessary arrangements for conferences or workshops and trainings.

• Assisting with Marketing: Supporting marketing initiatives as needed.

• Human Resources Support.

• IT and Equipment Management: Coordinating IT support as needed. Managing office equipment and maintenance.

• Collaboration with Other Departments: Liaising with different departments as needed. Supporting cross-functional initiatives.

MISSION OF FUNCTION

• Handle all accounting responsibilities for KSA Office.

• Handle all administration and office management duties.

EDUCATION AND QUALIFICATION

• University degree

• 3+ years Accounting and Administration experience in a multinational organization

• English and Arabic fluent

Additional Knowledges:

• MS Office, SAP

• Personal working techniques

• Presentation skills

• Innovation/Creativity