About This Job:

Q-Sourcing Limited trading as Q-Sourcing Servtec is a manpower management solutions firm operating in the East African Region in the countries of Uganda, Kenya, Tanzania, Rwanda, and South Sudan.

On behalf of our client in the oil & gas sector, we are looking for a competent, skilled, and experienced Billings and Credit Control Accountant to work in Uganda

Reports to: Chief Accountant

Vacancies: 1

Department: Finance

JOB PURPOSE

The Billings and Credit Control Accountant is responsible for managing the company’s billing processes and ensuring the timely collection of receivables. This role includes invoicing, credit control, accounts receivable reconciliation, and reporting.

Roles and Responsibilities

Billing & Accounts Receivable Management:

• Generate and issue accurate proformas, work instructions, work orders, and change orders and EFRIS invoices to clients in a timely manner.
• Issue and manage credit notes in line with company policies.
• Prepare all file P&L’s and ensure all draft billing is in line with the agreed contract or quote, all incidental charges or out-of-contract charges are approved by the client and all direct costs & file associated costs are captured to allow for sign-off before billing to the client is finalized.
• Ensure timely collection of all necessary information from suppliers and related parties to facilitate the prompt progress & completion of file P&Ls and client billings.
• Maintain detailed records of all billing transactions whilst ensuring timely postings in SAP and ensuring the EFRIS records and SAP entries are reconciled daily.
• Review contracts and agreements to ensure proper billing procedures are followed and credit terms are adhered to.
• Maintain and update the sales register of files received for billing, ensuring all documentation is accounted for and statuses are monitored and updated throughout the billing process.
• Monitor the file tracking daily to ensure all billable files have been received and are being processed for billing.
• Extract a daily report of files due for billing from SAP and ensure billing to clients is prompted within two days.
• Monitor the client's contractual call-off amounts and not to exceed amounts and alert on a renewal/reissue of the same as required.
• Monitor and manage incoming payments from debtors, ensuring accurate inward bookings and allocations in SAP.
• Manage the client inwards in the no debit collections account ensuring timely email instructions are issued to the bank to appropriately release funds to the respective company USD operational.

Credit Control:

• Monitor and manage the credit control function to minimize overdue accounts ensuring Days sales outstanding (DSOs) are reflective of at least 90% under 60 days and or in line with credit terms accorded.
• Ensure weekly and monthly statements of account and statements of outstanding are shared with clients.
• Reconcile all statements of outstanding balances with clients monthly, ensuring all items are undisputed and reflected accurately in clients' books by the 5th of the following month.
• Maintain an up-to-date ageing report and follow up on overdue accounts.
• Address, resolve and follow through on any billing discrepancies or client disputes in an efficient and timely manner. All disputes to be resolved within 2 working days.
• Evaluate the creditworthiness of new and existing customers.
• Propose credit policies and procedures in alignment with company goals to management for review and implementation.
• Negotiate payment plans with clients when necessary.

Customer Relations:

• Build and sustain strong relationships with customers by maintaining open communication and conducting regular in-person meetings to ensure timely payments.
• Communicate effectively with clients regarding billing and payment inquiries whilst handling customer complaints and disputes professionally and efficiently.

Reporting and Analysis:

• Prepare a weekly ageing report with financial indicators and comments on the status of collection for each debtor.
• Prepare a weekly summary of all file P&L’s for completed billings and provide an analysis of the same with financial indicators.
• Prepare a monthly reconciliation of all debtor accounts, documenting all reconciling items along with their resolution status.
• Maintain an up-to-date sales register and produce a weekly report outlining billing progress, status, key indicators, and any identified areas of concern.
• Analyse financial data to identify trends and areas for improvement and provide any reports as required by management.
• Assist in the preparation of month-end and year-end financial statements.

Compliance and Risk Management:

• Ensure compliance with company policies and relevant legislation.
• Monitor and manage potential risks associated with credit and billing processes.
• Keep abreast of industry best practices and recommend improvements to existing processes.

REQUIRED QUALIFICATIONS

Education

• Bachelor’s degree in Finance, Accounting or a related field.
• Professional certification such as CPA or ACCA is preferred.

Experience

• Minimum of 4 years of experience in billings, credit control, or a similar role.

Knowledge

• Strong understanding of local tax laws, statutory deductions, and financial regulations.
• Strong understanding of financial processes, billing, and credit control practices.
• Strong knowledge of accounting principles and practices.

Skills and Competencies

• Proficiency in accounting software (e.g., QuickBooks, SAP) and Microsoft Office Suite (Excel, Word, Outlook).
• Excellent attention to detail and accuracy.
• Strong organizational and time management skills.
• Ability to work independently and as part of a team.
• Good communication and interpersonal skills.
• Ability to handle confidential information with integrity.

• Generate and issue accurate proformas, work instructions, work orders, and change orders and EFRIS invoices to clients in a timely manner.
• Issue and manage credit notes in line with company policies.
• Prepare all file P&L’s and ensure all draft billing is in line with the agreed contract or quote, all incidental charges or out-of-contract charges are approved by the client and all direct costs & file associated costs are captured to allow for sign-off before billing to the client is finalized.
• Ensure timely collection of all necessary information from suppliers and related parties to facilitate the prompt progress & completion of file P&Ls and client billings.
• Maintain detailed records of all billing transactions whilst ensuring timely postings in SAP and ensuring the EFRIS records and SAP entries are reconciled daily.
• Review contracts and agreements to ensure proper billing procedures are followed and credit terms are adhered to.
• Maintain and update the sales register of files received for billing, ensuring all documentation is accounted for and statuses are monitored and updated throughout the billing process.
• Monitor the file tracking daily to ensure all billable files have been received and are being processed for billing.
• Extract a daily report of files due for billing from SAP and ensure billing to clients is prompted within two days.
• Monitor the client's contractual call-off amounts and not to exceed amounts and alert on a renewal/reissue of the same as required.
• Monitor and manage incoming payments from debtors, ensuring accurate inward bookings and allocations in SAP.
• Manage the client inwards in the no debit collections account ensuring timely email instructions are issued to the bank to appropriately release funds to the respective company USD operational.
• Monitor and manage the credit control function to minimize overdue accounts ensuring Days sales outstanding (DSOs) are reflective of at least 90% under 60 days and or in line with credit terms accorded.
• Ensure weekly and monthly statements of account and statements of outstanding are shared with clients.
• Reconcile all statements of outstanding balances with clients monthly, ensuring all items are undisputed and reflected accurately in clients' books by the 5th of the following month.
• Maintain an up-to-date ageing report and follow up on overdue accounts.
• Address, resolve and follow through on any billing discrepancies or client disputes in an efficient and timely manner. All disputes to be resolved within 2 working days.
• Evaluate the creditworthiness of new and existing customers.
• Propose credit policies and procedures in alignment with company goals to management for review and implementation.
• Negotiate payment plans with clients when necessary.
• Build and sustain strong relationships with customers by maintaining open communication and conducting regular in-person meetings to ensure timely payments.
• Communicate effectively with clients regarding billing and payment inquiries whilst handling customer complaints and disputes professionally and efficiently.
• Prepare a weekly ageing report with financial indicators and comments on the status of collection for each debtor.
• Prepare a weekly summary of all file P&L’s for completed billings and provide an analysis of the same with financial indicators.
• Prepare a monthly reconciliation of all debtor accounts, documenting all reconciling items along with their resolution status.
• Maintain an up-to-date sales register and produce a weekly report outlining billing progress, status, key indicators, and any identified areas of concern.
• Analyse financial data to identify trends and areas for improvement and provide any reports as required by management.
• Assist in the preparation of month-end and year-end financial statements.
• Ensure compliance with company policies and relevant legislation.
• Monitor and manage potential risks associated with credit and billing processes.
• Keep abreast of industry best practices and recommend improvements to existing processes.

• Proficiency in accounting software (e.g., QuickBooks, SAP) and Microsoft Office Suite (Excel, Word, Outlook).
• Excellent attention to detail and accuracy.
• Strong organizational and time management skills.
• Ability to work independently and as part of a team.
• Good communication and interpersonal skills.
• Ability to handle confidential information with integrity.

• Bachelor’s degree in Finance, Accounting or a related field.
• Professional certification such as CPA or ACCA is preferred.
• Strong understanding of local tax laws, statutory deductions, and financial regulations.
• Strong understanding of financial processes, billing, and credit control practices.
• Strong knowledge of accounting principles and practices.