FINANCE OFFICER (Billing & Collection)

TITLE:

Finance Officer (Billing and Collections)

GRADE:

ANSWERABLE TO:

Chief Finance Officer

REVISION DATE: March 2026

DEVELOPED BY: CFO and

People and Culture Manager

3.1  BILLING AND INVOICING

3.1.1     Prepare and issue accurate student invoices in accordance with approved fee structures;

3.1.2     Generate periodic bulk invoices for NMDS-sponsored and Corporate entity-sponsored students in line with contractual requirements;

3.1.3     Ensure correct classification of students by sponsorship category within the CAS’s financial system;

3.1.4     Adjust invoices for add/drop courses, deferments, withdrawals, or fee revisions in accordance with CAS’s policies and fee structures.

3.2      COLLECTIONS AND RECEIVABLES MANAGEMENT

3.2.1     Monitor student accounts to ensure timely settlement of fees and sponsorship claims;

3.2.2     Follow up on outstanding balances from NMDS, Corporate entities, and self-sponsored students in a timely manner;

3.2.3     Prepare and issue statements of account and reminders to sponsors and individual students;

3.2.4     Implement approved debt recovery procedures for overdue accounts, in collaboration with relevant offices.

3.3  SPONSORSHIP ADMINISTRATION

3.3.1     Maintain up-to-date records of sponsorship contracts, approvals, and funding limits;

3.3.2     Reconcile sponsorship limits to actual enrolments;

3.3.3     Compile all sponsees information and process documentation for relevant payment;

3.3.4      Reconcile sponsorship commitments against actual billings and receipts;

3.3.5     Liaise with NMDS, Corporate entity sponsors, and internal academic and admin departments to resolve billing discrepancies;

3.3.6     Ensure compliance with sponsorship terms, including reporting and documentation requirements.

3.3.7     Operates within approved fee structures, sponsorship agreements, and CAS’s financial policies;

3.3.8     Recommends write-offs, payment plans, or escalations to the CFO for students’ accounts with queries;

3.3.9     No authority to alter fees or sponsorship terms without formal approval

3.4  CASH RECEIPTING AND RECONCILIATION

3.4.1     Record and allocate receipts accurately to student accounts;

3.4.2     Perform regular reconciliations between billing records, bank statements, and the general ledger;

3.4.3     Investigate and resolve variances, unallocated receipts, and disputed transactions promptly.

3.5  CUSTOMER SERVICE AND STAKEHOLDER ENGAGEMENT

3.5.1     Serve as a point of contact for student and sponsor billing enquiries;

3.5.2     Provide clear guidance to students and sponsors on fee structures, payment schedules, and account statements;

3.5.3     Maintain confidentiality and professionalism in handling financial information

3.6  REPORTING

3.6.1     Prepare periodic billing, collections, and ageing reports for the CFO
‘s review;

3.6.2     Provide data and schedules required for internal and external audits;

3.6.3     Ensure billing and collection activities comply with the CAS’s finance policies, accounting standards, and applicable laws.

3.6.4     Produce regular receivables listing report and analysis;

3.6.5     Produce an aged receivables analysis report quarterly;

3.6.6     Produce a revenue report per sponsor category.

3.7  FINANCIAL SYSTEMS AND PROCESS IMPROVEMENT

3.7.1     Utilise financial management systems effectively and ensure accurate data capturing and integrity;

3.7.2     Contribute to improvements in accounting processes and financial controls;

3.7.3     Support financial system upgrades and user training where required.

3.8  AUDIT AND COMPLIANCE

3.8.1     Prepare schedules and supporting documentation for internal and external audits;

3.8.2     Ensure the integrity of financial information produced in the Financial reports and financial statements;

3.8.3     Address audit queries and implement audit recommendations;

3.8.4     Ensure compliance with finance policies, accounting standards, and relevant laws and regulations.

Or

Bachelor’s degree in Accounting, Finance or a related field plus a minimum of 5 years’ relevant work experience.   A demonstrable proficiency in Pastel and CaseWare.

Required Knowledge

• Sound knowledge of accounting principles relating to revenue recognition and receivables.
• Knowledge of billing, invoicing, and collection processes

Required skills and competencies

·         Excellent computer skills, Microsoft Office suite knowledge, and proficiency with accounting software implementation (Pastel)

·         Exceptional knowledge of finance, accounting, budgeting, and cost accounting principles

·         Able to analyse financial records and interpret them for other departments

·         Deadline-oriented

·         Excellent written and verbal communication skills

Performance Indicators

• Accuracy and timeliness of billing and invoicing.
• Collection rates and reduction in outstanding receivables.
• Compliance with sponsorship agreements and policies.
• Quality and timeliness of financial reports.