Finance Assistant - Finance
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Job summary
Finance Assistant is responsible for processing all payments accurately and on time, including suppliers, vendors, and casual/temporary staff. The role ensures smooth operational cash flow, prepares daily payment schedules, implements a 30 day supplier payment cycle, and manages supplier documentation by collecting Supplier information and maintaining a supplier register. This ensures full visibility, compliance, and operational efficiency.
Min Qualification:
Bachelors
Experience Level:
Mid level
Experience Length:
2 years
Language Requirement:
English
Working Hours:
Full Time - 8 to 5
Applicant Location:
Nairobi, Kenya
Job descriptions & requirements
Location and Travel Nairobi
Reporting to Managing Director
Who we are
Vacker is an outdoor & indoor advertising company based in Uganda & Kenya. With our cutting-edge technology, we can bring your brand to life in both outdoor and indoor environments. From billboards and banners to digital displays and interactive kiosks, our team has the experience and expertise to make your brand stand out from the competition.
Job Summary:
Finance Assistant is responsible for processing all payments accurately and on time, including suppliers, vendors, and casual/temporary staff. The role ensures smooth operational cash flow, prepares daily payment schedules, implements a 30 day supplier payment cycle, and manages supplier documentation by collecting Supplier information and maintaining a supplier register. This ensures full visibility, compliance, and operational efficiency.
Roles & Responsibilities:
Payment Processing & Verification:
● Verify, code, and process all vendor and supplier invoices.
● Process all casual/temporary staff payments accurately and on time.
● Prepare daily payment schedules, detailing all planned payments, amounts, and due dates, for Finance Manager/MD review.
● Implement a 30-day supplier payment cycle, planning payments according to invoice dates and agreed terms.
● Ensure all payments are supported by valid purchase orders, approvals, and receipts.
● Manage petty cash for operational expenses: disburse small payments according to company policy.
● Maintain a daily petty cash log, ensuring all disbursements are approved and receipts collected.
● Reconcile petty cash balance daily and report to Accountant/Finance Manager.
Supplier Management:
● Collect Supplier documents (business registration, TIN, contacts, bank details, etc.) from all new suppliers.
● Maintain an up-to-date supplier register with all critical information.
● Ensure supplier information is complete, accurate, and stored securely.
● Assist Finance Manager in evaluating supplier compliance and payment eligibility.
Operational Oversight:
● Maintain accurate records of all accounts payable transactions, including casual payroll.
● Monitor payment schedules to ensure timely execution within agreed terms.
● Reconcile vendor accounts and casual payment records, resolving discrepancies promptly.
● Assist with payroll and other operational payments as required.
Compliance & Controls:
● Ensure adherence to internal controls and company financial policies.
● Maintain proper filing and documentation for audit and statutory purposes.
● Identify potential payment errors or risks and escalate to Accountant.
Collaboration & Support:
● Work closely with Procurement, Store, and other operational departments to verify invoices against
purchase orders and delivery receipts.
● Provide reports and documentation to Accountant and Finance Manager for review and approval.
PERSON SPECIFICATIONS
Education:
● Bachelor’s degree in Finance, Accounting, or related field preferred; diploma acceptable with strong experience.
Experience:
● Minimum 2–3 years in accounts payable, finance operations, or payroll.
● Experience in handling casual/temporary staff payments, supplier documentation, and payment scheduling is a plus.
Technical Skills:
● Proficiency in accounting software (QuickBooks, NetSuite, or similar).
● Strong Excel skills for reconciliation, reporting, payment schedule preparation, and supplier register management.
Analytical & Operational Skills:
● Attention to detail, accuracy, and ability to process high volumes of transactions efficiently.
● Ability to anticipate cash flow needs and flag potential risks proactively.
Communication & Collaboration:
● Clear communication with vendors, casual staff, internal finance team, and operational departments.
● Ability to follow procedures and escalate issues as needed.
AP Assistant KPI’s
Timely vendor payments
100% processed within agreed payment terms (30 day cycle)
Vendor Payment logs
Monthly
Timely casual staff payments
100% of casual payments processed on time
Casual Payment Logs
Weekly
Daily payment schedule prepared
100% of working days, schedule submitted to MD/Finance Manager before start of day
Review of submitted schedules
Daily
Supplier KYC & register maintained
100% suppliers have complete KYC and up-to-date register
Supplier register audit
Quarterly
Accuracy of payments
≤2% errors in all payments (vendors + casuals)
Audit of payment reports
Monthly
Supplier Invoice verification
100% invoices verified with correct documentation and approvals
Review of documentation
Monthly
Vendor and casual reconciliation
100% of accounts reconciled monthly
Reconciliation reports
Monthly
Petty cash accuracy
100% of petty cash transactions properly documented and reconciled
Petty cash logs vs actual cash
Daily / Weekly / Monthly
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