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.