BENILDA PICA

Duties and Responsibilities:

Banking

• Ensures accurate and on time preparation and submission of Daily Cash Position Report to Head of Finance.
• Ensures that all Operating and Administrative Expenses are funded.
• Collaborate regularly with AR Team for incoming funds and ensures collection is within target.
• Negotiates the best foreign exchange rates for international payments.
• Mitigated potential risks by proactively identifying potential issues and implementing appropriate countermeasures or contingency plans as needed.
• Established good relationships with banks.
• Ensures accuracy of prepared LC / Guarantee application in the bank portals.
• Ensures guarantee / LC requirements were submitted on a timely manner.
• Review the draft contract and ensure that guarantees requirement is in accordance with the company policies and suggests needed revisions.
• Attended personnel meetings and training sessions to improve skills and learn new policies and procedures.
• Maintained strict adherence to industry regulations, minimizing risk exposure for the organization.
• Prepares bank reconciliation and ensures bank reconciling entries were posted before the month-end.
• Attended bank meetings and training sessions to learn new processes such as online submission of guarantees, letter of credit, term deposit and others.
• Ensures bank transactions were posted accurately in the GL.

Insurance Functions

• Read and check the insurance requirements in the draft contract and suggest provisions on the text of the insurance requirements based upon appropriate insurance policies/cover to minimize the company's potential exposure to financial loss and liability.
• Point of contact for Insurance brokers and Ops Team.
• Established effective and smooth relationships with internal and external key stakeholders for positive increased collaboration and cost effective output.
• Provide support and give definition to internal key stakeholders the importance of each insurance policies and coverages that we are maintaining and its effect in our day to day operations.
• Prepare a process flowchart for Insurance Claim and provide the same to Ops Team as guidance and information for any incident claim {submission, document requirements and proper response to client's concern}.
• Immediately notify the Insurance brokers of an occurrence of an incident, provide incident report and others and request to start the process of an incident claim.
• Prepare summary report of all insurance policies coverages, Summary of submitted Incident claim and status to Management.
• Spearhead the process of Insurance renewal and collate all financial information requirements, provide answered KYC's, forms and other requirements and submit the same to Insurance brokers.

• Validate local and international invoices, validate payment request and sent to COO and MD for payment approval
• Handling local and international payment to vendors / suppliers
• Posting of suppliers invoices and payments in Tally
• Posting of journal vouchers for manufacturing transactions (Sales Invoices, BOM, Stock Transfer)
• Posting of bank transactions (LC & Bank Charges)
• Prepared daily bank balances report and sent to Management and send email queries to bank for unusual deductions, LC Charges and other bank related matters/issues
• Create daily production report (out of daily production log sheet) and sent to Management
• Update month end schedules (Prepayments, Accruals, Shareholders Account, Inter Company Balances & Bank Reconciliation) and pass all needed entries for month end closing
• Checked Trial Balance for completeness of entries and for any abnormal balances
• Prepared Weekly Cash Flow report and submit to Management
• Handled & managed Petty Cash Fund and submit weekly report to Management
• Prepared weekly summarized report for Issued (waiting for bank clearance) & Unissued Cheques, Customer Received PDC and submit to Management
• Prepared monthly Production Output & Production Cost Report with graph analysis and submit to Management
• Perform ISO audit (Sales & Customer Survey Procedure) and submit ISO Audit Report bi-yearly to Management
• Computed Debit Note amount for claim to international suppliers and Credit Note amount for claim by customer
• Handles International Purchasing while the person in charge is on vacation
• Achievements: Created cheque excel format for cheque printing and automate the amount in words upon entering amount in figures
• Created new format for RFP, RFP Comparison Report and passed the QMR approval and implemented to different division
• Build up Chart of Account in Account Master and Product Lists in Product Master in Focus ERP.
• Reconciled accounts and created documents for monthly closure procedures.
• Prepared monthly journal entries and reconciliations.
• Reviewed documents and accounts for discrepancies and resolved variances.
• Reconciled balance sheets and streamlined best practices for balance sheet processes.
• Handled month-end and year-end end finances by managing and reporting fixed assets and other data.
• Assisted in internal and external audits by preparing necessary documentation and responding to auditor inquiries.
• Updated general ledger with latest entries.
• Completed year-end closing processes with controllers and external auditors.
• Analyzed financial statement discrepancies, identifying issues, and recommending corrective actions to prevent future occurrences.
• Reduced errors in financial statements through stringent review procedures and regular reconciliation of accounts.
• Provided timely and accurate financial reporting to senior management, enabling informed decision-making based on reliable data.
• Evaluated and improved financial records to make important business decisions.
• Improved cash flow management by closely monitoring receivables and implementing stricter credit policies.
• Successfully managed multiple high-stakes projects concurrently, consistently meeting deadlines while maintaining exceptional attention to detail and quality control.
• Optimized month-end closing procedures by streamlining workflow processes, reducing time taken from 10 days to 5 days without compromising accuracy or detail level achieved.
• Assisted team members in transitioning to new system through extensive training and one-on-one support.
• Strengthened internal controls by reviewing processes, identifying gaps, and proposing improvements to safeguard against fraud or mismanagement of funds.
• Streamlined the financial reporting process by implementing new accounting software and automating tasks.
• Assisted in upgrade and conversion of in-house financial systems.
• Prepared working papers, reports and supporting documentation for audit findings.
• Provided journal entries and performed accounting on accrual basis.
• Tracked funds, prepared deposits and reconciled accounts.
• Maintained integrity of general ledger and chart of accounts.
• Collected and reported monthly expense variances and explanations.
• Reviewed accounts, resolved coding areas, and tracked recurring expenses for accrual entry.
• Compiled general ledger entries on short schedule with 100% accuracy.

• Recording of day to day transaction and handling of collections and payments to third parties
• Ensure completeness of monthly SGA expenses for cost recharged and prepares Invoice to be sent to head office
• Account and Inter-company Reconciliation
• Performs month end closing/year end closing and passing of journal entries, accruals & prepayments
• Monthly Presentation of Financial Statement with the company Controller and any variances in the Budget vs Actual were highlighted and discuss immediately with the Management
• Coordination with internal / external Auditors and Liaise with Banks
• Prepare operational budget and annual plan for Dubai Office
• Preparation of monthly financial statement for 2 entities and reporting for consolidation at group level / KPI monthly review
• Administrative Function
• Manage office overall administration: visa/work permit application, license renewal, office supplies
• Support to Regional VP in terms of calendar management, travel coordination, preparation of expense claims, meeting arrangement and liaise with company head office and product groups businesses in Europe, Canada, Australia and Government offices
• Travel / Visa/ Hotel Arrangement for Senior Executives, Guests into the MENA region
• Prepares formal letters and agenda/correspondence for Regional VP.

• Accounts Payable Functions
• Checks all invoices/vouchers for accuracy and obtains appropriate payment approval
• Process and ensures 3-way matching between Purchase Order, Packing Slip and Vendor’s invoice in the PO System
• Maintain close coordination with Operations regarding vendor’s invoice payment issues, queries, unit price variance and goods in transit (Intercompany Invoice)
• Posts all open invoices in accounts payable and prepares payments on a weekly basis or as needed through Telegraphic Transfers
• Maintain all accounts payable reports, vendor invoices and corporate accounts payable files
• Handles Intercompany transactions (Payments, Collections & Reconciliation)
• Accounts Receivable Functions
• Sending constant reminders through email and telephone calls regarding collection of Customer’s due for payment
• Process and posts daily incoming wire transfers to the appropriate customer accounts and invoices, ensuring reconciliation of the batch
• Analyze customer accounts at the time of application for any skipped, partial payments or customer errors
• Contact or send email to customers immediately to resolve any remittance discrepancies
• Prepare monthly accounts receivable reporting including analysis of day sales outstanding and bad debts reserves
• Interface with Internal Customer Service, Sales and senior level management in communicating and resolving collection issues
• General Accounting Functions
• Prepares Accruals and Prepayments (JV and Schedules)
• Prepares Cash Flows & Bank Reconciliation
• Performs Month End Closing up to Trial Balance
• Validates and prepares Fixed Assets Schedule
• Prepares & Reconcile monthly Balance Sheet Accounts Schedules
• Assists in Yearly Audit and answer’s some of Auditor’s queries
• Handles Petty Cash
• Daily monitoring of attendance and updates Staff leave balances
• Always ensures that processed performs (AP, AR & GL) were under SOX Compliance
• Monthly review of KPI and ensure our process performance are within effective and efficient control.

• Validates supplier’s Invoices against Contracts/PO’s
• Review credit terms from the Supplier
• Reconciliation of Supplier’s Statement of Accounts against records
• Answer’s Supplier’s queries/follow-ups
• Prepares/updates AP Transaction Listing
• Prepares AP Schedules (Aging of AP, Summary of New Invoices Received, Unreleased Cheques)
• Handling of Petty Cash Transactions
• Prepare payments and releasing of cheques to Supplier
• Bank Reconciliation
• Prepares Cash flows.

• Preparation/coordination of PO’s to Suppliers
• Checking/Validation of Supplier’s invoice against Purchase Order/Contracts
• Prepares Invoice as per contract/percentage of completion report/GM’s Instructions
• Follow-up/Collection of payments from Customers
• Maintain and update entries made in Peachtree Accounting System
• Prepares correspondence (Letter of Bank Guarantee, Application for Credit facility, Letter of Credit, Bill of Exchange)
• Prepares Financial Statement and other schedules that will be needed by Auditors
• Performs Inventory counting
• Closing of Books at fiscal year and Liaise with the Auditor
• Project costing and monitoring with Gross Profit Analysis
• Doing some Administrative functions.