JOB SUMMARY
The Accounts Assistant-Payables shall ensure the accurate and timely processing of invoices and payments, maintain financial records, and support the finance team in various accounting functions
RESPONSIBILITIES
Invoice and Expense Analysis
Analyze invoices, receipts, and expenses for accuracy and eligibility for payment, ensuring that daily invoices are processed within time limits.
Ensure petty cash transactions are posted to the correct accounts.
Oversee expenditures for compliance with budgets and escalate any discrepancies.
Payment Processing
Resolve payment issues with assigned vendors and stakeholders.
Process petty cash payments, daily fuel payments, bike top-ups, and monthly airtime payments for staff.
Financial Records Maintenance
Maintain accurate financial records and reports in compliance with finance department standards.
Track and ensure the accuracy of payment documentation from floats and bank transactions.
Petty Cash Management
Effectively manage the petty cash system with daily postings of transactions in QuickBooks.
Reconcile QuickBooks balances with the petty cash tracker daily.
Cash Flow Management
Update and monitor the daily petty cash tracker.
Payment Processing Tasks
Payments:
Process budget and exemption payments daily between 10 AM and 12 PM.
Prepare and upload buyback payments to the bank portal before 3 PM.
Process casual payments and follow up as necessary.
Request supplier statements and reconcile when needed.
Share payment confirmations with requesting parties.
Document Tracking:
Track all payment documentation from floats and bank payments.
Maintain a pending supplier documentation tracker, daily budget tracker, daily cash report, and buyback purchase tracker.
QuickBooks Management:
Post monthly fuel expenses and all processed payments, including IM Budget Account, IM Exemption Account, VCB Buybacks, and VCB Budget.
VAT Tracking:
Update VAT input trackers and ensure supplier VAT compliance.
Capture all invoices and ETRs in the VAT tracker for future reference.
Communications:
Communicate with key suppliers to adhere to payment terms and perform reconciliations.
Follow up on missing documentation with relevant departments.
Compliance:
Coordinate with internal and external auditors for scheduled audits and compliance reviews.
Ensure timely filing of VAT and statutory deductions.
Fuel Management:
Ensure trucks and motorcycles are fueled, preparing consumption reports as needed.
Issue and replace fuel cards as necessary.
Supplier Database Maintenance:
Maintain an up-to-date supplier database in QuickBooks.
Expense Accounts Updates:
Accurately update expense accounts in their correct chart of accounts in QuickBooks.
Reporting:
Provide accounts payable metrics for Finance OKR meetings.
Prepare weekly cash budgets and reviews, ensuring financial statements are readily available.
Share feedback during reporting and provide breakdowns for P&L.
Conduct daily cash planning.
Filing System:
Maintain an organized filing system for all payment documents for easy retrieval.
Requirements
KCSE Grade B- and above
Degree/Diploma in Business-related degree.
CPA-K
Interested and qualified candidates should forward their CV to: jobs@takatakasolutions.com using the position as subject of email.
Apply via :
jobs@takatakasolutions.com
