Background

BPIL is looking to recruit a suitable candidate for the position below:

The Commercial Administration Officer is responsible for minimizing fraud within the sales system and ensuring the timely and accurate processing of data from all branches. The position holder is expected to operate within BPIL’s rules, regulations, and guidelines while supporting the achievement of departmental and organizational goals set by Management.

Key Responsibilities:

Verification of Stock and Sales

• Conduct periodic stock takes at branches/shops.
• Verify inter-branch and shop stock transfers.
• Verify sales transactions and ensure alignment with system records.
• Verify deposits and receipts from branches/shops.
• Reconcile direct sales conducted through company-owned trucks.
• Create, update, and maintain reports that support business efficiency and profitability.
• Supervise export of BPIL products

Cash Management

• Manage and reconcile petty cash at branches/shops.
• Provide technical support to branches/shops on cash-handling and documentation processes.
• Identify and report cash omissions or irregularities in line with BPIL internal controls.

Data Management and Documentation

• Input and capture accurate data into the accounting/ERP system.
• Train branch/shop managers on required data and documentation processes.
• Verify and document deliveries for audit and reconciliation purposes.
• Gather and submit data for management reports including competitor activity and market price surveys.
• Maintain an organised filing system (physical and digital) and ensure all departmental documents are updated in the MS SharePoint Document Hub.
• Prepare branch/shop rent schedules and ensure up-to-date records.
• Utilize rep-tracking tools to extract insights that support sales-call efficiency and effectiveness.

Sales Documentation and Cost Tracking

• Ensure all sales documentation (ISTs, Delivery Notes, Invoices, Credit Notes, Export documents, etc.) is properly managed, verified, and filed.
• Track “cost to service” including delivery costs, special deliveries, and export shipment expenses.

SFA Reporting

• Generate SFA-related reports to support accuracy, visibility, and traceability of commercial operations.

Financial Responsibility

• Sales Banking/Mobile money reconciliation
• Petty Cash reconciliation
• Sale stock reconciliation
• Customer ledgers reconciliation

Qualifications and Experience

Education:

• Degree or Diploma in BBA, Accounting, Computer Science, IT or related studies.

Skills and Experience:

• Minimum 2-3 years’ experience in similar role in a busy commercial environment
• Knowledge of NAV system an added advantage
• High level of integrity and honesty
• Attention to detail.
• Team collaboration
• Good report writing skills.
• Effective communication and interpersonal skills.

Competencies:

Candidates for this role are expected to demonstrate the following BPIL High Performance Behaviours:

• Common purpose
• Open communication
• Setting and Achieving Targets
• Sense of Urgency & Agility
• Accountability
• Collaborate Effectively
• Result-Driven Mindset
• Trust & Mutual Respect
• Customer Focused
• Innovation & Continuous Learning
• Sense of Belonging

• Conduct periodic stock takes at branches/shops.
• Verify inter-branch and shop stock transfers.
• Verify sales transactions and ensure alignment with system records.
• Verify deposits and receipts from branches/shops.
• Reconcile direct sales conducted through company-owned trucks.
• Create, update, and maintain reports that support business efficiency and profitability.
• Supervise export of BPIL products
• Manage and reconcile petty cash at branches/shops.
• Provide technical support to branches/shops on cash-handling and documentation processes.
• Identify and report cash omissions or irregularities in line with BPIL internal controls.
• Input and capture accurate data into the accounting/ERP system.
• Train branch/shop managers on required data and documentation processes.
• Verify and document deliveries for audit and reconciliation purposes.
• Gather and submit data for management reports including competitor activity and market price surveys.
• Maintain an organised filing system (physical and digital) and ensure all departmental documents are updated in the MS SharePoint Document Hub.
• Prepare branch/shop rent schedules and ensure up-to-date records.
• Utilize rep-tracking tools to extract insights that support sales-call efficiency and effectiveness.
• Ensure all sales documentation (ISTs, Delivery Notes, Invoices, Credit Notes, Export documents, etc.) is properly managed, verified, and filed.
• Track “cost to service” including delivery costs, special deliveries, and export shipment expenses.
• Generate SFA-related reports to support accuracy, visibility, and traceability of commercial operations.
• Sales Banking/Mobile money reconciliation
• Petty Cash reconciliation
• Sale stock reconciliation
• Customer ledgers reconciliation

• High level of integrity and honesty
• Attention to detail.
• Team collaboration
• Good report writing skills.
• Effective communication and interpersonal skills.
• Knowledge of NAV system an added advantage

• Degree or Diploma in BBA, Accounting, Computer Science, IT or related studies.