Compliance Officer at Verstand Resources Limited

Job Purpose

• The Finance and Compliance Officer is responsible for ensuring strong financial discipline, process compliance, and control integrity across our client.
• This role will bridge Finance and Operations — with a focus on warehouse reconciliation, stock accountability, expense validation, and compliance enforcement to reduce financial leakages and operational lapses.

Key Responsibilities
Financial Control & Reconciliation:

• Conduct daily, weekly, and monthly stock reconciliation between warehouse records, finance books, and ERP/system data
• Investigate and document all variances between physical stock and financial records, ensuring prompt resolution within 48 hours
• Maintain a stock movement register — tracking goods received, goods issued, transfers, returns, and adjustments
• Verify and validate all goods receipt notes (GRNs) and delivery notes before entries are passed into finance books
• Ensure all stock write-offs or adjustments are properly approved and documented
• Prepare monthly reconciliation reports highlighting stock variances (by SKU and value) and share with management

Compliance & Process Enforcement:

• Enforce adherence to warehouse SOPs for stock handling, loading, and dispatch
• Ensure zero unauthorized stock movement — no dispatch without approved invoice or LPO
• Audit daily warehouse closing balances and sign off on control sheets before final closure
• Verify compliance of credit sales with approved customer limits and payment terms
• Ensure cash and bank transactions are fully documented, with supporting vouchers and approvals
• Conduct spot checks at warehouse and sales locations to ensure compliance with our client's financial policies
• Maintain a compliance checklist for all key operational processes (warehouse, finance, sales, procurement, etc.)

Documentation & Reporting:

• Maintain up-to-date control documentation (including SOPs, compliance logs, and audit findings)
• Submit weekly compliance summaries and monthly control reports to management
• Flag and escalate any non-compliance, negligence, or financial risk immediately to the MD or Head of Finance
• Track and report recurring operational lapses and recommend corrective measures

Audit Coordination & Review:

• Support internal and external audits by ensuring timely provision of required documentation
• Conduct pre-audit reviews to ensure completeness of warehouse and finance records
• Prepare variance trackers (monthly, quarterly, annual) showing progress in variance reduction

Cost & Expense Control:

• Review and validate fuel expenses, van maintenance costs, warehouse consumables, and petty cash before approval
• Implement a check-and-balance system to ensure that all expenditures are duly authorised
• Identify areas of cost leakage and propose measures to tighten financial discipline

People & Process Improvement:

• Recommend and help design automated control systems or templates for tracking transactions
• Foster a culture of accountability and compliance across the operations team

Performance Indicators (KPIs)

• Reduction in monthly variance to less than 0.01% of stock value
• 100% documentation of stock movement and reconciliation
• Zero tolerance for undocumented or unauthorised stock dispatch
• Timely (weekly/monthly) submission of reconciliation and compliance reports
• Visible improvement in process adherence and reduction of financial losses

Work Relationships:

• Internal: Finance, Warehouse, Sales, Operations Teams
• External: Auditors, Vendors, Suppliers (for verification purposes)

Pre-Employment Requirements:

• Background check, reference check, and credential verification.