Accounts Payable Assistant (Purchase Ledger)– Kenya-
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Job summary
You will work closely with procurement, warehouse/operations teams, suppliers, and the Finance Manager based overseas to resolve issues promptly and ensure invoices move efficiently through the workflow.
Min Qualification:
Diploma
Experience Level:
Mid level
Experience Length:
2 years
Job descriptions & requirements
Based Supporting International Retail Operations
Employer: Optimise Outsourcing Ltd
Work Location: Nairobi (Office-based)
Working Hours: Monday–Friday
Type: Full-Time
1. Introduction to the Role Optimise Outsourcing is recruiting a detail-driven Accounts Payable Assistant to support an established international retail business and take responsibility for end-to-end invoice processing using Sicon Documents and Sage 200.
This is a structured, high-volume environment where accuracy, timeliness, and accountability are essential.
2. Role Overview
This is a high-volume Accounts Payable role where attention to detail directly impacts stock accuracy and supplier account integrity.
All invoices are processed digitally through Sicon Documents and must be:
- Matched to Purchase Orders (POs) before posting
- Price-checked against agreed supplier price lists and terms
- Validated for correct SKUs and coding to ensure accurate stock costing within Sage 200
3. About the Client
Our client is a well-established, leading UK retailer of fireplaces, stoves, flues, and related accessories, operating under strong e-Commerce brands and handling a high volume of transactions. They have invested in modern digital finance processes to improve control, speed, and accuracy, particularly in stock costing and purchase order compliance. They value trust and transparency and work closely with offshore support teams to deliver timely, well-coordinated services.
For GDPR and confidentiality reasons, the client’s identity will be disclosed at the interview stage.
4. About Optimise Outsourcing
Optimise Outsourcing is a UK-registered Employer of Record (EOR) and recruitment partner with a strong operational base in Nairobi. We connect high-performing Kenyan professionals with established international businesses and provide:
- Full HR and operational support
- Structured onboarding and training
- Performance coaching and development
- A professional, office-based working environment
Joining Optimise means joining a company committed to long-term career growth and operational excellence.
5. Key Responsibilities
- Process supplier invoices end-to-end using Sicon Documents, ensuring accurate capture, routing, and approval.
- Perform 3-way matching (Invoice → PO → Goods Received/Delivery evidence where applicable), identifying and resolving exceptions promptly.
- Validate invoice pricing against supplier price lists, agreed terms, and purchase order pricing.
- Ensure stock-related invoices are posted with accurate SKUs and correct cost allocation to maintain reliable stock valuation and cost reporting.
- Liaise with suppliers to resolve pricing discrepancies, quantity issues, short deliveries, damages, credit notes, and invoice errors.
- Work with internal teams to correct PO issues (missing POs, incorrect pricing, SKU mismatches, duplicate lines, unapproved variations).
- Maintain clean supplier accounts by reconciling statements, managing outstanding items, and ensuring credits are received and applied correctly.
- Assist with supplier payment runs in line with established approval and control procedures.
- Support month-end close processes including AP cut-off accuracy, GRNI awareness, aged creditor review, and accrual support.
- Contribute to continuous process improvement, helping reduce invoice exceptions and improve first-time-right processing rates.
This role operates within a structured environment where output, accuracy, and timeliness are monitored to maintain quality standards.
6. Essentials
- Proven experience in a Purchase Ledger / Accounts Payable role (minimum 3 years).
- Experience in a high-volume invoice processing environment.
- Strong 3-way matching experience.
- High attention to detail with a structured, process-driven mindset.
- Confidence in communicating with suppliers and internal stakeholders.
- Comfortable working within defined workflows and approval processes.
- Basic to intermediate Excel skills for reconciliations and data validation.
7. Desirable (Not Essential)
- Experience with Sage 200.
- Experience with Sicon Documents or similar invoice automation tools.
- Experience in retail, distribution, or stock-led businesses.
- Understanding of stock costing principles and why SKU accuracy and purchase cost integrity are important.
8. Working Environment & Equipment
- Office-based role in Nairobi.
- All equipment provided, including:
o Computer and monitors
o Headset and telephony systems
o Secure access to required systems
Candidates are not required to provide their own equipment.
Remuneration is aligned with experience and current market standards.
9. Application Process (Please Read Carefully)
To be considered for this role, applicants must complete ALL the following:
Step 1 — Complete the mandatory assessment
Step 2 — Upload your CV and cover letter via the assessment portal
Step 3 — Submit your application for review
Application & Assessment Link:
https://app.testgorilla.com/s/n8dkmfrd
Applications without completed assessments will not be reviewed.
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