Accounts Assistant - Payables

Job Description:

• Receive supplier invoices and verify completeness supplier details, dates, descriptions, tax/WHT where applicable, approvals, and supporting documents.
• Perform basic matching checks invoice vs PO/quotation vs delivery note/GRN/service confirmation and escalate gaps for resolution.
• Ensure invoices are posted daily in QuickBooks/ERP to the correct supplier, account, cost center/project, and tax treatment.
• Maintain an invoice control log to ensure no invoices are missed and all are captured within cut-off timelines.
• Update and maintain all relevant payables trackers on a daily/weekly basis, including where   applicable:
• Invoice Register / AP Tracker invoice date, due date, amount, department, approval status
• Payment Tracker payments requested, approved, paid, payment reference, bank/MPesa
• AP Aging Tracker current, 30/60/90+ days, action status
• Supplier Statement Reconciliation Tracker reconciled/unreconciled, variances, action owner
• Budget Tracker commitments and actuals; link documents
• Ensure every payment entry in the trackers has relevant support linked/attached invoice, approval, POP, WHT details, etc..
• Prepare payment packs for approval invoice, supporting documents, verification checks, coding, and due date.
• Prepare payment schedules based on due dates, priority, and approved budgets; share with the reporting manager for review.
• Support processing of routine payments e.g., suppliers, fuel, bike top-ups, airtime, utilities and ensure proper documentation for each.
• Track payment status and follow up on pending approvals to avoid delays and penalties.
• Support timely petty cash processing upon approval and post petty cash transactions correctly.
• Maintain petty cash reconciliation and ensure receipts/support are filed and complete.
• Request and reconcile supplier statements monthly; resolve differences missing invoices, unposted credits, unallocated payments.
• Ensure correct allocation of payments to invoices and clearing of any prepayments/advances where applicable.
• Maintain accurate supplier master data names, bank details, contacts, terms and ensure change controls are followed.
• Maintain a well-organized filing system physical and soft copies for invoices, approvals, POPs, and reconciliations for audit readiness.
• Ensure all transactions are compliant with internal approval matrices and escalate policy breaches.
• Lead resolution of complex invoice/payment issues by coordinating with departments and suppliers to close disputes quickly.
• Support month-end close activities: AP cut-off checks, accrual support unbilled invoices, supplier reconciliations, and AP reporting.
• Assist in improving AP processes SOP adherence, tracker discipline, maker-checker, documentation standards.
• Support internal and external audits by preparing requested schedules, reconciliations, and supporting documents.
• Provide weekly AP summaries due payments, overdue items, key disputes, and cash requirements to the reporting manager.

Minimum Qualifications:

• Diploma/Degree in Commerce, Finance, Business Management/Administration, or related field.
• Professional membership/qualification: CPA II and above or ACCA or equivalent.
• 1–3 years experience in Accounts Payables or similar finance role.
• Experience in invoice processing, payment preparation, supplier reconciliations, and maintaining accurate records.
• Exposure to budgeting controls, supporting audits, and basic tax compliance WHT/VAT where applicable