Position Profile

CHIEF ACCOUNTANT

In Port Moresby, Papua New Guinea

Information about the Company and the Position

Ownership Structure:
Toyota Tsusho (PNG) Limited is owned by Toyota
Tsusho South Pacific Holdings (TTSPH) based in
Brisbane, Australia. TTSPH’s parent company is Toyota
Tsusho Corporation based in Japan, which is the
trading unit for the Toyota Group.

Organisation: Toyota Tsusho (PNG) Limited

Trading as: Ela Motors

Location: Scratchley Road

PO Box 74
Port Moresby
National Capital District
PAPUA NEW GUINEA

Business Activities of Toyota Tsusho:

Toyota Tsusho is the trading unit for the Toyota Group, which includes Toyota Motors and
Auto Parts maker, Denso. The Company brokers a wide array of goods including Metals
(e.g. steel), Machinery, industrial materials (chemicals, auto parts) and various consumer
products. The Company exports Toyota vehicles around the world and offers insurance
services for companies. Toyota Motor Corporation owns approximately 23% of the
Company.

TTSPH markets and fully supports the Toyota, Yamaha and Hino brands, as well as other
high profile products throughout the South Pacific region. While the TTSPH administrative
Head Office is in Brisbane Australia, its operations are in seven key South Pacific markets.
Toyota Tsusho (South Sea) Limited trading as Asco Motors operates branches throughout
Fiji, Tonga, the Independent state of Samoa and American Samoa. Toyota Tsusho South
Pacific Holdings also trades as Ela Motors in Papua New Guinea, Ela Motors in the
Solomon Islands and Asco Motors in Vanuatu. In the majority of the markets in which the
company operates TTSPH are the market leaders within that
Country’s automotive industry.
PNG:
With fifteen branches throughout Papua New Guinea, Ela Motors are the largest fully
integrated motor vehicle dealership in the country. Ela Motors markets a wide range of
Toyota products such as the Hilux, Land Cruiser, the Coaster bus range, Dyna trucks and
the Camry. With highly trained technicians providing quality mechanical service and panel
shop work the company prides itself as being the countries after market specialists. A full
range of Toyota genuine parts are available to support all of our customer’s parts
requirements. Ela Motors market quality used vehicles and are resellers of Yamaha
marine, motor bike and power products, Hino, Renault and Mack trucks, and Massey
Ferguson tractors.

Number of Employees: TTSPH Group – 1337 staff across the South Pacific.

Ela Motors - Papua New Guinea - 790 staff

Break down: Expatriate - 24 staff
Citizen - 766 staff

Computer System: Hyperion Management System

ERA
Microsoft Office suite of products

Reports To: Financial Controller PNG

Remuneration Package:
ƒ Excellent market competitive salary package
ƒ Medical Insurance Scheme
ƒ Performance bonus scheme
ƒ Education Allowance
ƒ Furnished Accommodation
ƒ Company vehicle
ƒ Annual return airfares
ƒ Five weeks annual leave

Travel Requirements: Some travel to a variety of locations to attend meetings

will be required.
 Job Description
Position: Chief Accountant – PNG

1. Report to: Financial Controller PNG

2. Job Summary

To facilitate, review and provide support on all reporting aspects of New and Used
Vehicles, Service, Panel and Service Station matters. Facilitate and/or prepare monthly
Management Reports and Input Files; preparation of the company’s annual budgets as
well as that of Lihir Auto Service Ltd; assist with the completion of the remote accounting
package and completion of Lihir Auto Services Ltd annual income tax return.

3. Major Responsibilities

Vehicles
ƒ Review daily sales posted reports and advise on issues identified and
on appropriate action for remedies
ƒ Review stock status and aging reports and report on issues identified
and provide advice on appropriate action to rectify those issues; month-
end stock to GL to physical reconciliations
ƒ Screen all refund requests and approve refund transfers. Approve
refunds up to K10000 limit
ƒ Arrange stock averaging with related journal entries and liaise with MSO
regarding same
ƒ Review vehicles stock discrepancy reports and offer appropriate actions
required
ƒ Facilitate and supervise costing of vehicles and other sales items with
specific reference to the following:
• Verifying the costing with shipping documents and quantity
information
• Timeliness of costing
• Duty calculations/verification
• Application of other overheads like wharfage and handling and
other related loading items
ƒ Review stick status report of in-bond and in stock with emphasis on
report to reflect the true picture and status of stock including any
anomalies, duty worksheet issues and change of movement stock.
Occasionally review Shipping Regulations that are issued by the
Customs Department
ƒ Review the VAT Input Tax issues on used vehicle trade-ins and direct
local purchases
Service and Panel

ƒ Review margins on labour, materials and sublet of service, panel and

trucks workshop
ƒ Review work in progress with specific emphasis on the following
• Aging
• Release without payment
• Repair order charges
• Repair order awaiting parts
• Repair orders awaiting payments
• Other related issues
ƒ Analyse and facilitate the following in respect of workshop materials
• Efficiency in purchasing
• Charges in rates
• Security of stock
• Month end physical stock take
ƒ Facilitate and ensure the following month end requirements are
implemented;
• Physical materials and stock review
• Ensure proper materials accruals
• Calculate costs of sales and ensure that related journals are
passed on time and accurately

Service Stations

ƒ Facilitate and ensure proper stock control procedures are documented

and implemented with emphasis on systems, purchasing, sales and
month end stock issues
ƒ Ensure that the cost of sales are calculated accurately and that the
appropriate journal entries are passed in a timely manner
ƒ Ensure the accruals are identified and necessary journals taken up and
reversed every month
ƒ Review cost price, selling price and profit margins to ensure that service
stations are run profitably

Monthly Reporting

ƒ Review preliminary P&L and identify areas of misallocation, misreporting,

etc. and ensure adjusted journals are processed
ƒ Review monthly Management Reports and input files
ƒ Review the following balance sheet accounts;
• Duty clearing accounts (830-837)
• Vehicle stock reconciliation (782)
• Workshops Deposits and Clearing Accounts (763, 768)
• Vehicles deposit accounts (769)
• Fixed assets reconciliations (700-714, 776)
• Vehicle Stock obsolescence account
• Uninsured losses account
• Vehicle freight reserve account

Annual Accounts

ƒ Assist the Financial Controller with external auditors in relation to

external yearly audits
ƒ Completion of the year-end remote package for TTSPH
Other Matters

ƒ Preparation of company annual budgets

ƒ Completion of Lihir Auto Service Tax Returns
ƒ Liaison for Tabubil Joint Venture Company
ƒ Update and maintain DOC reporting system
ƒ Plan and carry out branch reviews
ƒ Facilitate and ensure that LPO’s processing in the ERA system are
decentralised
ƒ Carry out any other projects as required by the Financial Controller or
other top Management
ƒ Provide training for accounting staff as well as branch staff in
understanding the systems and reports in liaison with the Training
Department
ƒ Assist in amending and developing new procedures for the efficient
running of the organisation
ƒ Review supporting documentation and sign cheques for all
disbursements from all company bank accounts
ƒ Supervise and assist the Operations Accountant, Management
Accountant, Service Accountant and Costing Supervisor in the
performance of their duties

Authority

ƒ Sign cheques for all disbursements from all company bank accounts
ƒ Sign other bank letters of credit, foreign exchange contracts etc.
ƒ Approve petty cash expenditures of up to K100
ƒ Approve and sign purchase orders in the absence of the Financial
Controller and Treasury Manager
ƒ Approve journals for posting to the General Ledger
ƒ Approve all Vehicle, Service, Panel and Service Station customer
refunds up to K10,000
ƒ Approve all customers fund transfers between accounts and/or stock
units for Vehicles, Service and Panel Departments
ƒ Direct and supervise Accounts Support Staff
ƒ Accuracy of monthly financial reports
ƒ Set up and update DOC reporting system in ERA

Staff Management

Employee Relations
Supervise, motivate and assist staff, encourage improved performance through
incentives and training, ensure staff understand and execute their responsibilities
correctly at both a Head office and branch level.

Recruitment
Obtain Human Resources department approval and Financial Controller approval
for the hire and termination of all staff and ensure any hiring is in line with the
budget and company policy.

Training
Train and develop employees as appropriate. Training of citizen employees is one
of the primary objectives of the company and the PNG Government and a primary
objective of the employment contract.
 Communication
Conduct regular meetings with Finance staff to set priorities, review performance to
date and motivate increased performance. Regular communication with the
Financial Controller, TTC and TTSPH Brisbane to ensure all stakeholders are fully
informed of all major issues.

Occupational Health & Safety

Practice good health and safety procedures, follow all requirements and advise
staff on any health and safety matters to ensure a safe working environment.

4. Person Specification

Education /Qualifications & Experience:

ƒ A tertiary degree in Accounting, Business or Commerce.
ƒ A CPA, CA, CIMA or ACCA or equivalent qualification
ƒ Senior level experience in financial management.

Personal Characteristics:
ƒ Excellent organisational skills and attention to detail.
ƒ Proficiency with the Microsoft Office suite of applications.
ƒ Strong leadership and mentoring skills.