Job Summary

Ensure full receipt of documentation from Suppliers, Farms, and Stores. This include Invoices, GRNs and LPOs

  • Minimum Qualification: Bachelor
  • Experience Level: Mid level
  • Experience Length: 3 years

Job Description


Reporting to:


Employees Name:




Location of employment:




   To ensure all Creditors between LL –ZZ receive timely payments

·         Efficient management of documentation


Key Responsibilities


Supplier Payment



1.       Supplier documentation processing

·         Ensure full receipt of documentation from Suppliers, Farms, and Stores. This include Invoices, GRNs and LPOs

·         Quality check to ensure information contained in the LPO is reflected in the GRN and Invoice.  Invoice must possess all the qualities of a tax invoice where necessary

·         Ensure all documents are signed off as per the mandate

·         Posting invoices into Quick Books

·         Ensure supplier statements are received by 5th of each month


2.       Remittance preparation and Reconciliation

·         Reconcile supplier statement against balance held in QB

·         Prepare remittance of unpaid invoices and reconcile against QB balance

·         Complete schedule of pending payments indicating status/reason for non-remittance (missing documentation - requisite approvals, LPO, GRN, Remittance missing, other)

·         Prepare the monthly analysis creditors payable summary (per Supplier and total amount) and submit report to Head of Creditors

·         Ensure payment are allocated to the relevant invoices as soon as the payment is done and prior to filing


3.       Supplier Relations

·         Follow-up on outstanding issues highlighted on a schedule of pending payments/remittances

·         Request any documents that do not conform to quality check (incorrect statements, Credit Notes, ETR etc)

·         Request revised statements, missing invoices, credit notes from the Supplier

·         Respond to NON-PAYMENT related Vendor inquiries (NB. Any enquiries relating to payments to be dealt with by Head of Credit Control only)





1.       VAT

·         After posting invoices, photocopy vatable invoices and file in VAT file for Audit purposes (supporting documentation)


2.       Assets

·         For documentation purposes, invoices with fixed Assets are photocopied and filed in Fixed Assets file

3.       Remittances

·         Remittances to be filed alphabetically and by currency on a monthly basis


Stock Taking


1.       Conduct and adhere to Stock Take instructions (see Appendix)





1.       Director/Manager credit card management;

·         Work with Office Manager to obtain statements

·         Reconcile receipts with bank statement

·         Attach supporting documents

·         Prepare schedule for expenses analysis

·         Post into QB

·         Sign off the remittance

·         Follow-up to ensure payment made by 4th of each month to minimize unnecessary bank charges/interest


2.       Fuel documentation and usage analysis for suppliers LL – ZZ

3.       Telecoms documentation and usage analysis (Kenyan Shillings LL – ZZ)

4.       Utilities documentation and usage analysis (Kenyan Shillings LL-ZZ)

5.       Petty Cash management

·         Thika Farm-Farm Manager

·         Elite Plants

·         Veg General Manager

·         Office Manager

Submit duly signed remittances to Head of Creditors




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