About the position
Department - Finance
Direct Reporting Line - Finance Manager
Functional Reporting Line - Management Accountants / Divisional CFO
Job Purpose
The General Cost Accountant is responsible for managing, analysing, and controlling cost-related activities within the business, with a particular focus on fleet operations, vehicle maintenance, diesel management, insurance claims, and inventory costing. The role requires exceptional communication and writing skills, extensive interaction with insurers, operational staff, and suppliers, and a good understanding of vehicle repairs, workshop processes, and fleet cost controls. The incumbent ensures accuracy, compliance, and efficiency in all fleet-related financial transactions and supports operational decision-making through accurate reporting and cost analysis.
Key Responsibilities
Fleet Administration & Compliance
- Maintain, update, and file all fleet registration (NATIS) documents, including transfers of ownership, license plate changes, and document control.
- Ensure accurate and up-to-date fleet records and compliance across all region.
- Manage vehicle fines, conduct duplication checks, and resolve discrepancies.
- Oversee tracker presence and monitoring for compliance and cost impact.
- Manage cross-border documentation requirements for company vehicles.
- Maintain forklift serial number records and ensure asset data accuracy.
Insurance & Risk Management
- Manage full accident claim workflow with insurance brokers: incident logging, documentation, follow-ups, negotiations, and settlement.
- Process additions and removals of vehicles from insurance schedules.
- Draft clear, professional written communications, claim summaries, and supporting documents.
- Maintain and update fleet-related procedures, SOPs, and risk management documentation (pre-trip checklist, diesel requisition procedures, insurance claims processes, workshop buying workflow, etc.).
Cost Accounting, Analysis & Reporting
- Perform standard cost vs. purchase price variance (PPV) analysis and investigate discrepancies.
- Maintain inventory pricing in ERP system, including diesel, paraffin, and component price updates.
- Create and capture new stock codes for workshop and fleet components.
- Conduct monthly reconciliations and stock movement reports.
- Process approved inventory adjustments on the system.
- Process journals as and when required.
- Perform detailed diesel consumption analysis, usage trends, variance reporting, and cost controls.
- Perform inventory cycle counts and month-end counts for workshop stores (tyres, fuel, spares) and report on variances.
Operational & Workshop Support
- Apply knowledge of vehicle repair processes and maintenance cycles to support operational costing accuracy.
- Ensure diesel requisition procedures are implemented, controlled, and correctly documented.
- Support workshop, fleet, and operations teams with costing, analysis, and internal reporting.
General Administration & Other Duties
- Prepare accurate fleet, cost, and inventory reports for management review.
- Ensure all costing activities comply with internal controls and financial policies.
- Prepare and update SOPs, policies, and workflows as required.
- Perform ad-hoc duties as assigned.
Key Skills & Competencies
- Strong cost accounting knowledge and analytical ability.
- Exceptional written and verbal communication skills (critical due to insurance and reporting requirements).
- Understanding of vehicle repairs, maintenance, and workshop operations.
- Strong organisational skills and ability to manage high-volume fleet costing.
- High attention to detail and accuracy.
- Proficiency in Syspro and MS Excel.
- Ability to investigate, problem-solve, and resolve discrepancies independently.
- Ability to work under pressure and meet strict deadlines.
Qualifications & Experience
- Diploma or Degree in Cost Accounting, Accounting, Finance, or related field.
- 3-5 years' experience in cost accounting, preferably in a fleet-intensive or heavy-industry environment.
- Experience with vehicle maintenance costing, insurance claims, or workshop operations highly advantageous.
- Strong ERP system experience (Syspro preferred).
- Knowledge of VAT, costing principles, and inventory management.
Key Performance Indicators (KPIs)
- Accuracy of fleet costing, PPV analysis, and inventory valuations.
- Timely and correct processing of insurance claims and fleet documentation.
- Reduction in cost discrepancies, diesel variances, and fleet administrative errors.
- Compliance with internal controls and SOPs.
- Quality and clarity of reporting and communication.
- Reliability and accuracy of fleet and workshop stock counts.
Desired Skills:
- Fleet / Workshop coast and insurance experience
- Diploma or Degree in Cost Accounting or related field
- 3 years experience in cost accounting in fleet or Heavy industry
- Experience in vehicle maintence costing and insurance claims
- Prepare accurate fleet/cost and inventroy reports for management
