Accounts Assistant

Key Responsibilities

a) Boya Payment System Monitoring & Reconciliation

• Monitor and coordinate transactions processed through the Boya petty cash/payment system 

• Ensure all Boya payments are properly approved in line with company approval procedures 

• Verify that all payments processed through Boya are supported with adequate documentation and accountability records 

• Perform timely reconciliation of the Boya system balances and transactions against  accounting records 

• Follow up on pending approvals, unsupported payments, and unreconciled balances within the Boya system 

• Ensure all Boya transactions are accurately captured in QuickBooks and properly supported before posting 

• Maintain organised records of Boya payment support documents for audit and compliance purposes 

• Coordinate with departments and staff to ensure timely submission of expense support documentation and retirement of advances

b) Financial Coordination & Operational Oversight

• Coordinate daily finance operations and ensure the timely execution of finance-related activities

• Ensure no delays in bank, petty cash, and mobile money reconciliations

• Follow up on pending approvals, missing documentation, and outstanding reconciliations

• Coordinate finance-related communication with operations, procurement, project teams, and management

• Monitor transaction flow to ensure completeness and timely recording

• Ensure proper follow-up on staff accountabilities and retirement of advances

c) eTIMS Compliance & Tax Documentation Coordination

• Coordinate eTIMS compliance processes across the organisation

• Ensure all expenses are supported by valid eTIMS documentation where applicable

• Verify supplier tax invoices and compliance documentation

• Monitor completeness and accuracy of VAT support documentation

• Ensure proper filing and organisation of statutory and tax-related records

• Coordinate resolution of invoice discrepancies and missing tax documentation

d) Procurement & Supplier Coordination

• Coordinate procurement documentation and approval processes

• Ensure supplier invoices, quotations, LPOs, and delivery documents are properly matched and filed

• Work closely with procurement and operations teams to ensure financial compliance in purchasing activities

• Maintain updated supplier records and supporting documentation

• Monitor supplier balances and payment follow-ups

• Support cost monitoring and procurement control processes

e) Accounting Systems & Documentation Management

• Review and ensure accurate posting of transactions into QuickBooks or other accounting systems

• Ensure receipts and supporting documents are scanned and uploaded to accounting systems and cloud storage on a timely basis

• Maintain organised digital and physical filing systems for finance documentation

• Ensure completeness of supporting documentation before transaction posting

• Monitor data accuracy and consistency between operational records and accounting records

• Support system clean-up, documentation reviews, and ledger maintenance

f) Reconciliations & Financial Support

• Prepare and review bank reconciliations, petty cash reconciliations, and mobile money reconciliations

• Ensure timely reconciliation of receivables, payables, and staff accounts

• Support monthly and year-end closing activities

• Prepare schedules and supporting documentation for audits and management review

• Assist in the preparation of management reports and financial analysis

• Monitor outstanding items and ensure timely resolution

g) Coordination & Administrative Finance Support

• Coordinate finance documentation flow between departments and external parties

• Follow up on pending approvals, signed documents, and payment processing timelines

• Support project finance tracking and expense accountability

• Ensure proper tracking and storage of contracts, agreements, and financial support documents

• Coordinate audit requests and retrieval of supporting records

• Support implementation of finance process improvements and operational controls