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

Bachelors degree in Finance Accounting Business or a related field.

Minimum 23 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.