Internal Control Officer at Omar Gardens Floral Company

Details:

He/She is responsible for conducting evaluations of our organization to assess risk and compliance with company’s policies. He/She will require a great deal of autonomy which is vital to maintaining the sound economic and ethical business practices.

DUTIES/ RESPONSIBILITIES

GARDEN MAINTENANCE

• Perform spot checks to ensure the quality of the service and suggest changes in work procedures.
• Assist supervisors with deadlines as well as supervise and plan garden works
• Manage the admin and personnel activities of several teams including maintenance and repair.
• Supervise, plan and maintenance of the overall appearance of work area.
• Assist in establishing and recommending organizational policies, procedures and goals to carry out functions of the department.
• Monitoring and checking work sites
• Submit regular reports with photographs showing details and state of the maintenance sites.
• Meet with clients where necessary to discuss garden enhancements or lapses in service rendered.
• Submit a detailed maintenance report on each location monthly, reporting on the state of gardens and if it meets OGFC standard.

CONTROL

• Process all payments request vouchers and ensure that they are supported by the necessary documentations. Any exception to the necessary and relevant documentation must be endorsed either by the accountant or M.D. Waivers cannot be verbal.
• Ensure that all requests are retired promptly, and at the end of each month, there should be a report of unretired requests and reasons for delay.
• Control copies of incoming and outgoing goods and materials should be kept for proper apportionment for relevant client(s) so that costs are properly captured.

SUPPLIER/VENDOR MANAGEMENT

• Ensure that up to date of all vendors are available as well as contact details and bank account details.
• Call vendors/suppliers to verify quantities and negotiate prices on behalf of management.
• Issue purchase orders/service orders with copies for accounts and originating department so that payment can be made.
• Liaise with operations department on orders made and ensure that all necessary documents are available for cash request.

CLIENT MANAGEMENT

Ensure that all quotes and requests for service are properly quoted for and agreed amounts established before invoicing. This can be done by following up with the client by mail, or contacting the client for proper endorsement of agreed sums. This should be done before invoicing.

Client files:  ensuring up to date agreements and process.

STAFF MANAGEMENT

• Ensure collection of all time sheets from the operations department, analyze the information therein and submit to the accounts department.
• Ensure that maintenance schedules are adhered to with regards to the scope of work as well as gardener and supervisor visits.
• Budget: Ensure that budgets are prepared in liaison with the Accounts department for all projects and ensures that expenses incurred do not vary significantly from budgeted amounts.

JOB REQUIREMENT

• Be a good communicator.
• Must be firmed and uncompromising.
• Time management is very important.
• Project management skills.
• Analytical.
• Clients’ management service.