Officer, Merchant Reconciliation

Job Title:                    Officer, Merchant Reconciliation

Department:               Operations

Reports To:                 Manager, Card Operations

Location:                    Nairobi, Head Office

Job Grade:                  Contract Staff

Availability:                Immediately                                                                                                                                                                          

Our client in the banking sector
requires a role to ensure accurate and timely reconciliation of merchant
transactions processed through POS and e -commerce platforms, involving card
schemes such as Visa, MasterCard, and China UnionPay. The role ensures that
merchant settlements are correctly accounted for, commissions are posted to the
General Ledger (GL), and discrepancies are promptly investigated and resolved.
This role is distinct from the posting function to maintain segregation of
duties. Additionally, to ensure Merchant POS Devices - Register at card
operations must tally asset register in finance, Merchant SIM Cards, and
Merchant consumables i.e stationery rolls. Further, maintain accurate re -order
levels for POS devices, SIM cards, and consumables, and initiate timely
requisitions once the established re -order thresholds are reached.

RESPONSIBILITIES

1.         Reconciliation
of Merchant transactions

•                 Perform daily, weekly, and monthly
reconciliation of merchant transactions across POS and e -commerce platforms.

•                 Reconcile settlement reports from card schemes
(Visa, MasterCard, CUP) with internal transaction records and GL postings.

•                 Identify, investigate, and resolve
reconciliation breaks or mismatches in a timely manner.

2.         Merchant
Settlement Oversight

•                 Verify that merchant payments are processed
accurately and within agreed timelines.

•                 Ensure that merchant commissions are correctly
calculated and posted to the appropriate GL accounts.

•                 Reconcile merchant chargebacks in the event of
disputed card transactions and ensure proper documentation and resolution.

3.         Merchant
Inventory Monitoring, Tracking and Reporting

•                 Maintain an up -to -date inventory register for
POS devices, SIM cards, paper rolls, chargers, cables, and all other
consumables.

•                 Opening vs closing stock

•                 Items requisitioned

•                 Consumption rate

•                 Stock at risk

•                 Upcoming needs

•                 Conduct monthly checks to confirm current
physical stock against system records in TMS and Asset Finance register.

•                 Flag discrepancies for immediate investigation
and resolution.

4.         Establishing
Accurate Re -order Levels

•                 Determine minimum stock levels based on usage
trends, lead times, vendor delivery timelines, and business growth.

•                 Regularly review consumption patterns (e.g.,
deployment rates, branch requests, replacement frequency).

•                 Adjust re -order points annually depending on
business growth needs.

•                 Update merchant inventory registers/ dashboards
and trigger alerts when quantities approach set thresholds.

5.         Compliance
& Risk Management

•                 Ensure adherence to internal controls,
regulatory requirements, and Visa /Mastercard scheme rules.

•                 Maintain proper documentation and audit trails
for all reconciliation activities.

•                 Collaborate with the posting officer to ensure
clear segregation of duties and avoid conflicts of interest.

•                 Escalate unresolved issues to the Card
Operations Manager, Reconciliation & Settlement with proposed resolutions.

Requirements

QUALIFICATIONS AND EXPERIENCE

•                 Bachelor’s degree in Finance, Accounting,
Business, or a related field.

•                 Minimum 2–3 years of experience in
reconciliation, preferably in a banking or payments environment.

•                 Familiarity with card scheme operations and
merchant settlement processes.

SKILLS AND COMPETENCIES

•                 Strong analytical and problem -solving skills.

•                 High attention to detail and accuracy.

•                 Proficiency in Excel and reconciliation tools.

•                 Knowledge of GL systems and financial reporting.

•                 Ability to work independently and meet tight
deadlines.

•                 Strong communication and interpersonal skills.