Billing Accountant

BILLING ACCOUNTANT

Business Unit: Corporate
Career Area: Operations and Administration
Location: Malawi, MW
Position/Employment type:
Billing Accountant

Organization/Reporting line:
Reports to: Country Head of Finance / Financial Controller

Direct Partners: Operations Team, Sales Team, Credit & Collections Team, Finance Team

Place of work/Travel:
Head Office, Lilongwe, Malawi

Contact and Cooperation:
The role holder works closely with Operations, Sales, Credit & Collections and Finance to ensure accurate billing, strong revenue controls, VAT compliance and effective collections.

In-Country:
Key contributor within the Finance Function, supporting revenue assurance, cash flow optimisation and statutory compliance.

Partnering:
Operations Team
Sales & Commercial Team
Credit & Collections Team Cooperation:
Procurement
Human Resources
Finance Teams

External:
Customers
Vendors (where applicable)

Job Summary:

Role Objective

Reporting to the Country Head of Finance / Financial Controller, the Billing Accountant is responsible for the end-to-end billing and revenue cycle, ensuring:

• Accurate and timely invoicing of all services
• Zero revenue leakage
• Full VAT output compliance
• Strong oversight of collections activities
• Effective conversion of billed revenue into cash

The role ensures compliance with IFRS, Malawi tax legislation and GardaWorld accounting policies, while supporting cash flow and financial performance objectives

Responsibilities

1. Revenue Assurance

• Prepare and issue accurate monthly invoices for all services including Guarding, Technical, Response, Alarms, all additional revenue streams and ad-hoc services.
• Ensure 100% of services delivered are invoiced, eliminating revenue leakage.
• Validate billing quantities, rates and terms against approved contracts, SLAs, LPOs and deployment schedules.
• Ensure all invoices are raised and posted in Navision within agreed month-end timelines.
• Ensure 100% delivery of invoices to customers, working closely with the Credit & Collections team.
• Monitor and track invoice dispatch status and follow up on undelivered invoices.
• Take ownership of ensuring invoices raised are successfully delivered and acknowledged by customers.

2. Accounting & System Posting

• Post all customer invoices, credit notes and adjustments accurately in Navision.
• Ensure correct customer codes, GL accounts, VAT treatment and dimensions are applied.
• Maintain integrity of the customer sub-ledger and ensure reconciliation to the general ledger.
• Avoid incorrect or unsupported postings (e.g. improper use of suspense or generic customer codes).

3. VAT & Revenue Tax Compliance

• Ensure correct application of VAT output on all taxable invoices in line with Malawi tax legislation.
• Maintain accurate VAT output records for all revenue streams.
• Perform monthly reconciliations of billed revenue to VAT output and VAT control accounts.
• Support preparation of monthly VAT returns by providing reconciled VAT output schedules.
• Investigate and resolve differences between:

• • Revenue per customer ledger
  • VAT output per control account
  • VAT declared to MRA

• Ensure all credit notes are correctly reflected in VAT output adjustments.
• Maintain audit trails to support MRA inspections and external audits.

4. Credit Notes & Revenue Adjustments

• Prepare and process credit notes only where justified, supported and approved.
• Maintain documentation and approval for all billing adjustments.
• Analyse causes of credit notes and implement corrective actions to prevent recurrence.

5. Collections Oversight & Cash Conversion

• Lead and oversee the Credit & Collections team to ensure all billed revenue is followed up and collected.
• Ensure 100% delivery of invoices to customers by the collections team.
• Monitor customer account follow-ups, aging and settlement status.
• Escalate overdue or high-risk balances to the Financial Controller and Management.
• Work closely with Collections to resolve billing-related disputes impacting cash collection.

6. Reporting & Revenue Analytics

• Prepare and present key billing and collections reports, including:
• Monthly collections reports
• Customer revenue statistics
• Aged receivables analysis
• Unbilled revenue reports
• Provide insights on collection trends, slow paying customers and revenue risks.
• Support management decision-making through accurate and timely reporting.

7. Reconciliations & Documentation

• Reconcile billed services to operational deployment records and sales contracts.
• Maintain complete billing packs per customer, including:
• Contracts / SLAs
• LPOs
• Deployment schedules
• Rate approvals
• Supporting correspondence
• Ensure documents are properly filed and readily available for audit.

8. Controls & Compliance

• Enforce strong billing, VAT and collections controls to prevent:
• Revenue misstatements
• VAT under/over-declaration
• Cash flow leakage
• Fraud or abuse
• Ensure compliance with IFRS, Malawi tax laws and Gardaworld Group policies.

9. Month-End & Audit Support

• Provide billing summaries, VAT reconciliations and collections reports for month-end close.
• Support internal and external audits with complete, accurate billing and revenue documentation.
• Proactively highlight risks, delays or issues to management.

Principal Outputs of this Role:

• Accurate and timely invoicing of all services
• Zero revenue leakage
• Full VAT output compliance
• Strong oversight of collections activities
• Effective conversion of billed revenue into cash

The role ensures compliance with IFRS, Malawi tax legislation and GardaWorld accounting policies, while supporting cash flow and financial performance objectives.

Authority:

Refer to GardaWorld Authority Matrix.

Accountability:

The Billing Accountant is accountable to the Country Head of Finance / Financial Controller for:

• Accuracy and completeness of billing
• VAT output compliance
• Effectiveness of collections follow-up
• Conversion of billed revenue into cash

Competencies:

• High attention to detail
• Strong ownership mindset
• Results-driven and proactive
• Ability to manage cross-functional teams
• Strong communication and follow-up skills
• Integrity, objectivity and sound judgment
• Customer-focused and commercially aware

Qualifications & Experience:

• Bachelor’s degree in Accounting
• Minimum 3 years working experience in a similar role
• Progress toward or possession of professional qualification (ACCA, CPA, or equivalent)
• Strong understanding of revenue processes and VAT
• ERP system experience (Navision preferred)
• Strong Excel and reporting skills

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