CDL Human Resource Accounts Assistant – Accounts Payable Jobs in Kenya
Job Summary
Manage the accounts payable function by ensuring supplier invoices and approved financial obligations are verified, accurately recorded, properly supported and settled within agreed payment terms.
Maintain accurate creditor records, ensure liabilities are correctly reflected in the accounting system and support compliance with company financial policies, approval procedures and internal controls.
Key Responsibilities
Supplier Invoice Management
Receive, register and maintain records of supplier invoices and payment requests.
Verify invoices against purchase orders, contracts, delivery notes, service confirmations and other supporting documents.
Confirm invoice accuracy, including supplier information, calculations, VAT and applicable taxes.
Identify and investigate duplicate invoices and discrepancies before processing.
Ensure all invoices receive the required departmental and financial approvals.
Return incomplete, inaccurate or unsupported invoices for correction and clarification.
Accounts Payable Processing
Record approved supplier invoices, credit notes, debit notes and creditor transactions accurately in the accounting system.
Allocate expenses to the correct general ledger accounts, departments, projects, entities and cost centres.
Maintain accurate supplier accounts and creditor balances.
Ensure transactions are recorded in the correct accounting period.
File and maintain complete electronic and physical supporting documentation.
Payment Preparation and Controls
Maintain an updated schedule of supplier invoices due for payment.
Prepare payment requests and payment schedules based on approved invoices and contractual payment terms.
Ensure payment requests are supported by all required approvals and documentation.
Prepare payment batches, payment instructions and bank upload files for review and authorization.
Verify supplier banking details against approved records and ensure independent validation of changes.
Track approved payments and update supplier accounts following payment confirmation.
Escalate overdue invoices, disputed balances and urgent payment matters to management.
Ensure no payment is processed without the required authorization.
Supplier Reconciliation and Account Maintenance
Reconcile supplier statements against accounts payable ledger balances.
Investigate and resolve discrepancies, missing invoices, credit notes and unallocated payments.
Follow up with suppliers and internal departments to resolve outstanding queries.
Maintain and update supplier master records.
Monitor supplier advances, deposits and outstanding balances.
Month-End and Financial Reporting
Prepare monthly accounts payable ageing reports.
Prepare schedules of outstanding invoices, overdue creditors and upcoming payment obligations.
Identify invoices received but not posted and support month-end accrual processes.
Assist with month-end and year-end financial close activities.
Provide supplier balances, reconciliations and supporting schedules for internal and external audits.
Respond to audit requests and provide complete supporting documentation.
Compliance and Internal Controls
Comply with company financial policies, procurement procedures,
payment controls and approval limits.
Support segregation of duties within invoice processing, payment preparation and authorization processes.
Maintain confidentiality of supplier, banking and financial information.
Report suspected duplicate payments, fraudulent transactions, unauthorized commitments and other irregularities.
Support implementation and effective use of accounting and financial management systems.
Qualifications
Diploma or Degree in Accounting, Finance or a related field.
CPA Part I or equivalent professional accounting qualification is an added advantage.
Knowledge of accounts payable processes and accounting principles.
Practical experience using Zoho Books Accounting Software.
Experience
Minimum two (2) years of relevant experience in Accounts Payable or General Accounting.
Experience in supplier reconciliations, invoice processing and payment controls.
Experience working with accounting systems and financial management software.
Knowledge of taxation requirements and financial compliance processes is desirable.
Technical Skills
Accounts Payable Management.
Invoice Processing and Verification.
Supplier Reconciliation and Creditor Management.
Financial Records Management.
Payment Processing and Controls.
General Ledger Allocations.
Taxation and VAT Verification.
Zoho Books Accounting Software.
Financial Reporting and Analysis.
Microsoft Excel and Spreadsheet Management.
Internal Controls and Compliance Monitoring.
Audit Support and Documentation Management.
Key Competencies
High Integrity and Professional Ethics.
Strong Numerical and Analytical Skills.
Attention to Detail and Accuracy.
Organization and Time Management.
Ability to Meet Strict Reporting and Payment Deadlines.
Problem-Solving and Discrepancy Resolution Skills.
Communication and Supplier Relationship Management.
Confidentiality and Sound Financial Judgment.
Risk Awareness and Compliance Orientation.
Accountability and Reliability.
Authority and Accountability
Authorized to process and post properly approved invoices and creditor transactions.
Authorized to prepare payment schedules and follow up on outstanding supplier documentation within delegated authority.
Not authorized to independently approve payments, authorize invoices, amend supplier banking details without verification or override financial controls.
Accountable for maintaining accurate, complete and up-to-date accounts payable records and ensuring supplier payment obligations are processed efficiently and transparently.
How to apply
For more information and job application details, see; CDL Human Resource Accounts Assistant – Accounts Payable Jobs in Kenya
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