Accounts Assistant – Payables

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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)