Operational Controller (Automotive) at Bridge Talent Management

Job Description

• A vacant position has arisen for a position of Operational Controller – Coast Region. The position will be based in the Corporate Division Divisional Support Department. The role reports to the Group Operational Controller and is based at Mombasa Branch.
• The key roles and responsibilities include: 

Operational Responsibilities:

Asset control

For Stock, the Operational Controller 

• Ensure that all stock inventory (spare parts and vehicles) is completed and accurate monthly.
• Validate with the branch manager the inventory report shared with the head office.
• Ensure that monthly stock adjustments are done correctly and posted in accordance with group guidelines. 
• Verify that the order bank for the Branch meets the minimum order intake requirements and it is as per the set model price. 
• Participation in perpetual Parts stock takes for assigned Network and share the report on the effectiveness of the control.
• Define, monitor, and evaluate the action plan decided to optimize the parts stock.

For fixed assets, the Operational Controller 

• Run on a yearly basis a full asset inventory and have the reconciliation against the asset register.
• Prepare a Bi-Annual report on the utilization of Assets in the Branch. 
• Ensure all assets in the branch are tagged and in the asset register incorrect description.
• Ensure that all approvals are obtained before purchasing, moving, or disposing of any asset.
• Prepare a Report on Idle Assets in the Network and share with management action plans on how to utilize / Transfer or Dispose of the Assets.  
• After each asset movement, ensure that the asset register is updated.
• Develops a mechanism for Perpetual Asset Verification at assigned Networks. 

For the workshop, the Operational Controller

• Review and approve all sublet invoices for proper markup posting on job cards before closure and payment. 
• On a monthly basis, ensure that the WIP inventory is complete and accurate.  
• Review the detailed monthly WIP reports for the branch, and hold follow-up meetings with the Branch manager on matters arising.
• Participates and Review the Network requests of the monthly consumables stock count adjustments and shares report for Variances after investigation.
• Examine the weekly reconciliation of billed job cards against the deliveries record by gate pass record to ensure that the variances found are correct and accurate.
• Weekly Reviews of Aftersales credit notes in assigned Networks and share report to Branch Manager / Finance Manager.
• Carry out monthly sample reviews of Assigned Network’s Service and Body-shop costing including Labor and Sublets elements and rates to ensure adherence to guidelines.
• Review weekly the Network margin rates recorded for Aftersales against Budget and Investigate before the close of the month any variance in margin rate
• Participate in the monthly WIP – Yard Report Meeting. 

 Group Corporate Leasing Accounting

• Verification of Billing Schedules for Corporate Lease customers as prepared by the Lease Administrator including the Leasing Company Portion and ensuring timely & accurate billing. 
• Liaise with the Fleet Leasing Department to obtain information on written-off vehicles, and grounded vehicles and confirmation that Relief / Replacement is in place for corporate leases.
• Providing Monthly reports on Leased vehicles lost income due to grounded vehicles. 
• Liaise with Leasing companies to verify that the Invoices are timely presented for booking / Payment as per the SLA.
• Verification of the Leasing company Invoices to ensure it is as per the Lease contract / Billing schedule to the Customer for the Period. 
• Reconciliation of the Leasing company monthly statement against the SAP Ledger Account on the Lease Portion Payable. 
• Analysis of Corporate Lease monthly expenses and preparation of report for expenses that are above plan and report on expense-saving opportunities in the Leased fleet. 
• Monthly Preparation of Lease Dashboard Report to show Lease Contracts Profitability. 
• Ensure Monthly IFRS Reporting for lease contracts as per the IFRS Guidelines.
• Advise monthly for any foreseen cost exposures in Leased vehicles that could arise.
• Clearing of relevant SAP Corporate Lease Accounts relating to Billing / Lease Invoices. 
• Review of the Lease Contracts prepared before execution of the contracts and advise on the expected Contract Profitability over the Lease Term. 
• Review and advise the relevant teams for Lease contracts expiring to ensure that the extension or termination process is in place timely.
• Confirmation that all jobs under lease contracts are for vehicles with active lease contracts and configuration of SAP to reflect the same for each chassis with the expiry date set in sap.
• Confirmation that all jobs under Lease contracts are billed in the right accounts for each customer account contract and ensure SAP is configured only to allow job card processing of Active contracts. 
• Review of corporate Lease transactions to confirm that the jobs done are as per the contract terms where the contract is not full maintenance.

Expense Management  

• Provides advice on expense-saving opportunities at assigned Networks.
• Review all expense and cost postings on a continuous basis and check the validity of all expense postings in any given month, follow up with relevant teams for clarifications before the closure of the ledger. 
• Discussions with Branch Managers on expenses management.
• Ensures that all expenses incurred are timely recorded in the same month in correct ledgers/cost centers and all accruals are timely posted in the accounts. 

PACI & Fraud

Operational Controller manages and supervises internal control at the branch level:

• Ensure Audit / PACI recommendations and action plans for the branch are implemented as per the set timelines and quality standards.
• Monitoring adherence to segregation of duties in the SAP / ERP system at the branch level and reviewing the effectiveness of countermeasures put in place to ensure controls are effective.
• Develop the compliance culture within the branch. 

Financial report

The Operational Controller:

• Collaborate with the branch manager to develop and manage budgets and forecasts.
• Analyze and review the branch's performance with the manager on a monthly basis (P&L, Working capital, and other key financial indicators).
• Ensure that branch performance is in line with the budget/forecast during the month.

Leadership

The Operational Controller should be a facilitator, to

• Ensure connectivity between the various departments and the Finance team sharing the understanding of the functional processes.
• Foster a culture of fact-based decision-making and cost consciousness throughout the organization.

Requirements

• Degree in Finance or a business-related field.
• CPA (K)/ACCA.
• 5 years minimum of experience in accounting in automotive industry.
• Time management skills.
• Good interpersonal skills.