SECTION 1 — ROLE OVERVIEW
The Finance & Accounts Officer is responsible for managing financial records, tracking transactions, monitoring cash flow, preparing payouts for staff and partners, and ensuring all accounting operations run smoothly at the state or HQ level.
This role focuses on financial accuracy, record-keeping, report preparation, and ensuring that payments align with company policies.
Vendor payouts are automated via Escrow/Paystack, but the Finance Officer must maintain accurate internal records for accountability.
SECTION 2 — MAIN RESPONSIBILITIES
2.1 Transaction & Revenue Tracking
- Track all daily platform transactions (orders, cancellations, refunds, fees).
- Record OVMPS commission earned from each vendor sale based on membership plan.
- Record logistics charges/commissions per delivery.
- Track affiliate commissions (0.5% per vendor order + vendor registration commissions).
- Verify that automated Escrow payouts were processed correctly.
2.2 Financial Record Keeping
- Maintain accurate financial books for:
✓ Vendor sales
✓ OVMPS commissions
✓ Vendor membership payments
✓ Affiliate earnings
✓ Logistics fees
✓ Branch expenses - Keep proofs of payments, receipts, vouchers, and digital transaction logs.
2.3 Staff, Logistics Agent & Affiliate Payments
- Prepare request files for staff salaries and allowances.
- Prepare commission statements for logistics partners.
- Prepare affiliate payout summaries (showing earnings per vendor order).
- Submit all payout schedules to management for approval.
- Ensure proper documentation before any disbursement is processed.
2.4 Refund & Dispute Financial Handling
- Verify approved refund cases from QC/CSR.
- Record the deduction of funds and finalize refund entries in financial logs.
- Report refund trends to General Manager for assessment.
2.5 Expense Management
- Record branch-level expenses (rent, utilities, transportation, marketing, etc.).
- Manage petty cash and ensure accountability.
- Generate monthly expense reports for approval.
2.6 Financial Reporting
Prepare detailed financial reports:
- Daily: Sales summary & cash flow update
- Weekly: Vendor commission summary, logistics payout forecast
- Monthly: Full financial report (P&L, expenses, commissions, projections)
- Quarterly, biannual, and annual reports for headquarters consolidation
Reports must be structured, accurate, and submitted on time.
SECTION 3 — WHAT THE FINANCE OFFICER MUST NOT DO
❌ Must not approve vendor refunds (QC/CSR responsibility only)
❌ Must not modify vendor membership or bank details
❌ Must not alter sales numbers to favor anyone
❌ Must not handle cash payouts without documentation
❌ Must not contact customers directly for financial matters
❌ Must not grant discounts or adjust vendor commissions
❌ Must not approve logistics payments without delivery proof
❌ Must not engage in personal financial transactions with vendors or affiliates
SECTION 4 — REQUIRED SKILLS
- Strong bookkeeping and spreadsheet skills
- Basic understanding of OVMPS revenue flow
- Understanding of OVMPS commissions and membership fees
- High integrity and confidentiality
- Good analytical and reporting skills
- Ability to detect discrepancies or suspicious entries
- Strong communication and documentation ability
SECTION 5 — DAILY ROUTINE
Morning Tasks
- Review previous day’s order transactions.
- Log completed payments and automated vendor payouts.
- Check refund approvals and update financial records.
Main Work Hours
- Track new orders and commissions in real time.
- Verify logistic delivery proofs for pending logistics commissions.
- Update affiliate earnings from vendor orders.
- Attend operational briefings with State Manager/General Manager when needed.
Afternoon Responsibilities
- Prepare payout summaries for:
✓ Affiliates
✓ Logistics agents
✓ Staff benefits/salaries - Verify branch petty cash and expenses.
- Follow up on any irregular transactions.
Closing Tasks
- Complete daily financial log entries.
- Compare system numbers vs manual records for accuracy.
- Submit end-of-day report to the General Manager or HQ Finance team.