Accounts Assistant

Accounts Assistant

Reporting to: Finance Manager

Role Purpose

The accounts assistant is responsible for coordinating day-to-day finance operations, ensuring accuracy of accounting records, supporting compliance processes, and bridging operational activities with the finance function.

The role ensures proper documentation, eTIMS compliance, procurement coordination, timely reconciliations, system integrity, and smooth coordination between departments, suppliers, clients, and the finance team.

Key Responsibilities

1. 
   
2. a) Boya Payment System Monitoring & Reconciliation
   

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• 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
  

1. 
   
2. b) Financial Coordination & Operational Oversight
   

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

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• 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
  

1. 
   
2. c) eTIMS Compliance & Tax Documentation Coordination
   

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• 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
  

1. 
   
2. d) Procurement & Supplier Coordination
   

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• 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
  

1. 
   
2. e) Accounting Systems & Documentation Management
   

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• 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
  

1. 
   
2. f) Reconciliations & Financial Support
   

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• 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
  

1. 
   
2. g) Coordination & Administrative Finance Support
   

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• 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
  

Key Deliverables

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• Timely and accurate reconciliations
  
• Properly supported and eTIMS-compliant expense records
  
• Updated QuickBooks/accounting system records
  
• Digitally scanned and properly filed finance documentation
  
• Procurement support documentation and supplier coordination records
  
• Audit support schedules and reconciliations
  
• Monthly transaction review and coordination reports
  
• Properly maintained cloud-based finance records
  

QUALIFICATIONS AND EXPEREINCE

1. 
   
2. Diploma/Degree in Accounting, Finance, or related field
   
3. 4 years’ experience in accounts/finance
   
4. Strong understanding of: Accounts payable/receivable & Supplier reconciliations
   
5. Basic costing principles
   
6. Experience with ERP systems (e.g., Odoo, SAP, QuickBooks or similar)
   
7. High attention to detail and accuracy
   
8. Strong coordination skills with suppliers and internal departments
   

How to Apply

Please submit your CV and a cover letter to careers@orchidhr.co.ke with the job title as the email subject.