Background

The Sales Accountant at Oaklands Coffee Marketing Limited (OCML) is responsible for managing the end-to-end coffee sales process, ensuring timely execution of all operational, financial, and regulatory activities. This role includes coordinating parchment reception, milling, clean coffee dispatch, invoicing, collection of proceeds, and management of related charges while ensuring compliance with internal SOPs and regulatory requirements. The Sales Accountant also maintains accurate stock records, prepares reports, and ensures effective communication with growers, buyers, and relevant authorities.

Key Responsibilities:

• Implement and adhere to the Coffee Sales Standard Operating Procedures (SOP) covering all aspects of coffee sales, including:
  • Parchment reception and delivery to the mill.
  • Clean coffee output in line with Outturn/Milling Statements.
  • Dispatch of clean coffee to designated warehouses.
  • Invoicing successful coffee buyers and ensuring payment of net coffee proceeds to growers.
  • Recovery of milling charges, transport costs, marketing commissions, and warehousing charges.
• Conduct regular stock reconciliation and share updated reports weekly.
• Generate invoices for successful bids and follow up with buyers to ensure prompt settlement.
• Confirm invoice payments with bank signatories.
• Prepare detailed coffee proceeds schedules, accounting for milling charges, clean coffee transport, marketing commissions, warehouse charges, and other payable invoices.
• Submit coffee proceeds payment schedules for approval.
• Register signed direct sale contracts with the regulator (AFA – Coffee Directorate).
• Prepare all requirements for signing direct sale contracts, including:
  • Letters requesting inspection of sold clean stock for issuance of export approvals.
  • Movement Permits and Phytosanitary Certificates, where applicable.
• Ensure timely preparation of sold stock release instructions for signing by authorized signatories.
• Dispatch sale statements to growers in liaison with field staff within two days of payment to growers’ bank accounts.
• Prepare weekly grower stock status reports and share with growers in liaison with field staff.
• Compile monthly stationery and welfare requirements for the Quality and Marketing departments and submit for supply.
• Maintain an up-to-date inventory of stationery and welfare items.

Requirements

Skills and Experience:

• Degree or Diploma in Accounting or related field.
• Minimum of 3+ years of progressive experience in finance, sales administration, or coffee operations.
• Strong ability to self-manage daily tasks and ensure work is completed efficiently.
• Demonstrated financial management skills, including budgeting and cost control at the departmental level.
• Satisfactory verbal and written communication skills, including fluency in English and Swahili.

Soft Skills:

• Mature, pragmatic, and flexible approach.
• Team player with strong interpersonal skills.
• Excellent written and verbal communication skills.
• Strong attention to detail.
• Rigorous, organized, and process-oriented.

Personal Characteristics:

• Exceptional work ethic, honesty, and integrity.
• Willingness to speak up and provide truthful insights to management; no cover-ups.
• Self-driven, intelligent, and resilient.
• Result-oriented with a rigorous and organized approach.
• Collaborative team player with strong interpersonal skills.

• Implement and adhere to the Coffee Sales Standard Operating Procedures (SOP) covering all aspects of coffee sales, including:
• Parchment reception and delivery to the mill.
• Clean coffee output in line with Outturn/Milling Statements.
• Dispatch of clean coffee to designated warehouses.
• Invoicing successful coffee buyers and ensuring payment of net coffee proceeds to growers.
• Recovery of milling charges, transport costs, marketing commissions, and warehousing charges.
• Conduct regular stock reconciliation and share updated reports weekly.
• Generate invoices for successful bids and follow up with buyers to ensure prompt settlement.
• Confirm invoice payments with bank signatories.
• Prepare detailed coffee proceeds schedules, accounting for milling charges, clean coffee transport, marketing commissions, warehouse charges, and other payable invoices.
• Submit coffee proceeds payment schedules for approval.
• Register signed direct sale contracts with the regulator (AFA – Coffee Directorate).
• Prepare all requirements for signing direct sale contracts, including:
• Letters requesting inspection of sold clean stock for issuance of export approvals.
• Movement Permits and Phytosanitary Certificates, where applicable.
• Ensure timely preparation of sold stock release instructions for signing by authorized signatories.
• Dispatch sale statements to growers in liaison with field staff within two days of payment to growers’ bank accounts.
• Prepare weekly grower stock status reports and share with growers in liaison with field staff.
• Compile monthly stationery and welfare requirements for the Quality and Marketing departments and submit for supply.
• Maintain an up-to-date inventory of stationery and welfare items.

• Strong ability to self-manage daily tasks and ensure work is completed efficiently.
• Demonstrated financial management skills, including budgeting and cost control at the departmental level.
• Satisfactory verbal and written communication skills, including fluency in English and Swahili.
• Mature, pragmatic, and flexible approach.
• Team player with strong interpersonal skills.
• Excellent written and verbal communication skills.
• Strong attention to detail.
• Rigorous, organized, and process-oriented.
• Exceptional work ethic, honesty, and integrity.
• Willingness to speak up and provide truthful insights to management; no cover-ups.
• Self-driven, intelligent, and resilient.
• Result-oriented with a rigorous and organized approach.
• Collaborative team player with strong interpersonal skills.

• Degree or Diploma in Accounting or related field.