Invoice Desk Officer

ABOUT THE COMPANY

For more than three decades, the CIC Insurance Group has dependably shouldered the risks of the Kenyan people through providing insurance services that help you plan for life stage needs, secure your future, protection you against rising health expenses and safeguard your investments.
Besides giving our customers peace of mind, we continuously work towards living up to our commitment to safeguard the interests of individuals and businesses that insure with us by paying claims promptly. Our consistent adherence to our motto “We Keep Our Word” has made us the fastest growing insurance company in Kenya and the 2nd largest insurer by market share.

JOB SUMMARY

Who We’re Looking ForEssential Knowledge/Skills and Experience Required:Bachelor’s degree in business management or business administration.0 – 2 years of relevant experience.

RESPONSIBILITIES

Governance & Risk ManagementCompliance with Group policies, procedures, and regulatory requirements, with zero high-risk audit findings per reporting period.Ensure timely closure of all audit and risk issues, with monthly updates to the risk register at 100% completion rate.Deliver timely submission of RCSA (monthly) and BIA (annual) reports in line with Group risk frameworks.Support structured policy reviews with all updates finalized within defined governance timelines.Contribute to departmental NPS score per quarter, reinforcing a culture of service excellence and compliance Invoice Desk  The responsibility of the Invoice help desk is a primary liaison between CIC insurance Group vendors and a variety of internal stakeholders and shall foster a culture of compliance within vendor engagements.   The manager’s role will be to oversight the desks’ critical activities that are not limited to.Receive all invoices from the supplier.Check for completeness of the invoices (Invoice, LPO, delivery note/Job card where applicable)Recording of incomplete invoices in the tracker & return them to supplier for amendment.Recording of complete invoices in the tracker for further processing.Scanning of the invoices and all relevant attachments.Booking the invoices in the ERP system for approvalsFollow-up for approvals of all the invoices through the stakeholdersReceive the LPO in ERP when delegated.Forward the invoices to Finance payable department and follow-up for payments.Update all the payments on the tracker for the paid invoices and give remarks for the unpaidMonitor invoice processing within SLAHandle all the supplier payment queries.Monitor the status of the Unmatched invoices and follow-up with Finance.Monitor Invoices sent back to suppliers for details or clarifications but not received back.Review report on payments weekly.The desk will maintain a centralized inventory of vendor data to ensure that all information remains accurate, up to date and readily available to facilitate payments.Lead proactive identification, remediation and tracking of vendor issues of un-payment.Resolve issues that are reported, evaluated, and assign appropriate corrective action owners based on severity and other relevant criteria. AdministrationCoordinate on the allocation, tracking, and condition monitoring of office equipment such as laptops, desktops, printers, and other shared assets.Maintain an up-to-date inventory of all administrative and ICT-related office equipment.In liaison with ICT and Finance, coordinate the decommissioning, transfer, or disposal of obsolete office equipment in line with asset disposal policies.Support procurement and onboarding processes for new office equipment, including tagging and documentation.Manage service contracts and SLAs for cleaning, fumigation, courier, and other office support vendors.Coordinate general maintenance and cleanliness of offices in liaison with facilities teams.Ensure offices are adequately stocked and equipped for daily operations, including consumables and general supplies.Coordinate workspace planning, movement of staff, and reorganization of office layouts to accommodate business needs.Implement and maintain records handling and archiving systems in line with Group policies and regulatory requirements.Support digitization initiatives in collaboration with Records and ICT teams.Coordinate logistics for staff travel, accommodation, and transportation needs.Coordinate internal events and meetings through effective administrative planning and venue readinessMonitor the administration budget and ensure cost-effective delivery of services. 

REQUIRED SKILLS

Reporting, Office administration, management, Office supplies management, Accounting

REQUIRED EDUCATION

Bachelor's degree