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.

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.