Accounts Payable - Kitale

 

Job Title: Accounts Payable

Reports to: Senior Accountant

Job Location: Kitale 

Terms: 

About the Company 

Our client is a non government organization. 

Duties and Responsibility

Sales and Receivables process:

• Process electronic invoices as per approved procedures and policies.

• Ensure that all invoices have support documentation.

• Prepare and update weekly batches of invoices for verification.

• Complete account opening forms for debtors after approval.

• Process credit notes for approval by authorized personnel.Ensure all 

• Ensure billing is done within a defined time frame.

• Ensure all charges are approved by the department being billed prior to processing the invoice.

• Ensure proper management of invoices and aging of debtors.

• Regularly liaising with clients, where necessary. This includes both internal and external clients.

• Prepare a weekly debtors collection summary every Monday for circulation to the Finance Controller and immediate supervisor.

• Maintenance of accurate accounting information.

• Ensure that all receipts into the system are matched against specific invoices before running the aged analysis.

• Maintaining the billing system.

• Generating invoices and account statements.

• Performing account reconciliations.

• Maintaining accounts receivable files and records.

• Producing monthly financial and management reports.

• Investigating and resolving any irregularities or enquiries.

• Assisting in general financial management and analysis; and

• Cash Sales- Ensure it has a NIL balance before running the aged analysis monthly.

• Expense and Payables process:

• Receive and process invoices for payment as per approved procedures and policies.

• Processing LPOs as per approved procedures in the Company operations.

• Establish and manage vendor information and standard payment terms within the system and scheduling invoices for payment within a given framework.

• Officially communicating with suppliers and internal clients to obtain information and clarify/resolve issues.

• Ensure validation of invoices for accuracy, and assign correct vendor code.

• Enter invoice information into system Accounts Payable system to generate payment vouchers.

• Obtain the necessary approval for service invoices and validating against contract requirements.

• Verify and obtain authorization for any discrepancies in prices resulting in a 10% difference on LPO.

• Validate and/or calculate applicable taxes (VAT, WHT) and ensure proper accounting treatment.

• Ensure account allocation for costs within the General Ledger and/or other sub-systems.

• Ensure timely payment of all invoices to avoid late payment fees and optimize cash discounts.

• Undertake monthly reconciliation of the GRN accrual.

• Preparation of the Suppliers aged analysis as per approved procedures and policies.

• Assisting in preparation of VAT, WHT and installment tax returns under the supervision of the Senior Accountant.

• Paying employees by verifying expense reports and preparing pay checks.

• Paying vendors by scheduling pay checks and ensuring payment is received for outstanding credit.

• generally responding to all vendor enquiries regarding finance.

• Preparing analyses of accounts and producing monthly reports; and

• Ensure payment of land rates and land rent and follow up of this annually in liaison with the Company overhead department.

• General transaction processing and record keeping.

• Assist/participate in inventory management process including attendance in stock counts and stock count reconciliations.

• Assist/participate in asset care management process including attendance in physical verification of assets, asset register maintenance and general asset care functions.

• Assist/participate in cash management process including handling of petty cash, performance of bank reconciliations and general cash management duties as directed by the Senior Accountant and/or the

• Chief Financial Officer/Financial Controller.

• Allocate work to and supervise the duties performed by the account assistants under the direction of the Senior Accountant and/or the chief Financial Officer/Financial Controller.

• Performing any other duties as may be signed from time to time.

Job Specifications

The job holder must possess:

• Be a Certified Public Accountant (CPA–K) or a Chartered accountant from a recognized accountancy body (e.g. ACCA).

• A bachelor’s degree or Diploma in Commerce, Accounts or business related field will be an added advantage.

• 3 years’ experience, with atleast 1.5years experience using SAP Software.

• Knowledge of computerized accounting software required;

• Proficiency in MS Office Suite.

• Good personal organizational skills, accuracy and attention to detail.

• Good communication and interpersonal skills.

• Highly effective multi-tasking skills, with ability to prioritize tasks.