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Cash Control Officer/Petty cash accountant
Key Responsibilities
- Petty Cash Handling & Daily Transactions
- Manage daily petty cash receipts and payments with complete accuracy and discipline.
- Ensure all cash disbursements are supported with approved vouchers, bills, and required documentation.
- Maintain daily cash balance and ensure physical cash matches system records.
- Perform daily cash closing and submit reports as required.
- IOU Issuance & Follow-Up (Closure Control)
- Issue IOUs as per company policy after verifying approvals and limits.
- Maintain a proper IOU register (manual + ERP) with due dates and outstanding tracking.
- Follow up with employees for timely settlement and closure of IOUs.
- Ensure IOUs are adjusted against supporting documents and correct accounting entries are passed.
- Escalate long-pending IOUs to the reporting manager for action.
- Pay Orders Preparation & Processing
- Prepare Pay Orders based on approved requests and supporting documents.
- Coordinate with banks (if required) for issuance and tracking.
- Maintain Pay Order record, supporting documents, and acknowledgment confirmations.
- Accounting Entries & Expense Allocation
- Record all petty cash transactions in ERP with correct chart of accounts and cost center allocation.
- Ensure proper classification of expenses as per company policy and financial reporting requirements.
- Maintain strong accuracy in journal entries related to petty cash, IOUs, advances, and reimbursements.
- Ensure no posting gaps, duplication, or incorrect account usage in ERP.
- Record Keeping (Physical + ERP)
- Maintain complete petty cash files including vouchers, approvals, bills, and supporting documents.
- Ensure records are properly numbered, organized, and readily available for audit and management review.
- Keep updated daily petty cash summary reports and monthly reconciliations.
- Controls, Compliance & Audit Support
- Ensure strict compliance with internal controls, approval matrix, and company cash handling procedures.
- Support internal and external audits by providing complete petty cash documentation and explanations.
- Identify and report any irregularities, missing documents, or non-compliance issues.
- Required Skills & Competencies
- Strong grip on cash handling, petty cash controls, and discipline in record maintenance.
- Excellent understanding of accounting entries, vouchers, and expense classification.
- Ability to ensure timely IOU recovery/closure through follow-ups and tracking.
- Proficiency in ERP posting (Oracle / SAP / Microsoft Dynamics / Odoo / or similar).
- Good command over MS Excel (daily tracking, summaries, reconciliations).
- High attention to detail, accuracy, and accountability.
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Strong coordination and communication skills with internal departments.
- Bachelors degree in Accounting, Finance, Commerce, or equivalent.
- 1–3 years of relevant experience in petty cash handling / accounts support role.
- Experience working in an ERP-based accounting environment is preferred.
- Key Performance Indicators (KPIs)
- Daily petty cash closing accuracy (cash vs ERP match).
- % of IOUs closed within timeline.
- Zero posting errors / misallocations in expense entries.
- Timely preparation and record maintenance of Pay Orders.
- Audit readiness (complete documentation and traceability).
- Working Conditions / Notes
- Requires daily cash handling with strict compliance and integrity.
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May require coordination with multiple departments for documentation and approvals.
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