Accounts Assistant- Payables at TakaTaka Solutions

JOB SUMMARY

• The Accounts Assistant-Payables shall ensure the accurate and timely processing of invoices and payments, maintain financial records, and support the finance team in various accounting functions

RESPONSIBILITIES

Invoice and Expense Analysis

• Analyze invoices, receipts, and expenses for accuracy and eligibility for payment, ensuring that daily invoices are processed within time limits.
• Ensure petty cash transactions are posted to the correct accounts.
• Oversee expenditures for compliance with budgets and escalate any discrepancies.

Payment Processing

• Resolve payment issues with assigned vendors and stakeholders.
• Process petty cash payments, daily fuel payments, bike top-ups, and monthly airtime payments for staff.

Financial Records Maintenance

• Maintain accurate financial records and reports in compliance with finance department standards.
• Track and ensure the accuracy of payment documentation from floats and bank transactions.

Petty Cash Management

• Effectively manage the petty cash system with daily postings of transactions in QuickBooks.
• Reconcile QuickBooks balances with the petty cash tracker daily.

Cash Flow Management

• Update and monitor the daily petty cash tracker.
• Payment Processing Tasks

Payments:

• Process budget and exemption payments daily between 10 AM and 12 PM.
• Prepare and upload buyback payments to the bank portal before 3 PM.
• Process casual payments and follow up as necessary.
• Request supplier statements and reconcile when needed.
• Share payment confirmations with requesting parties.

Document Tracking:

• Track all payment documentation from floats and bank payments.
• Maintain a pending supplier documentation tracker, daily budget tracker, daily cash report, and buyback purchase tracker.

QuickBooks Management:

• Post monthly fuel expenses and all processed payments, including IM Budget Account, IM Exemption Account, VCB Buybacks, and VCB Budget.

VAT Tracking:

• Update VAT input trackers and ensure supplier VAT compliance.
• Capture all invoices and ETRs in the VAT tracker for future reference.

Communications:

• Communicate with key suppliers to adhere to payment terms and perform reconciliations.
• Follow up on missing documentation with relevant departments.

Compliance:

• Coordinate with internal and external auditors for scheduled audits and compliance reviews.
• Ensure timely filing of VAT and statutory deductions.

Fuel Management:

• Ensure trucks and motorcycles are fueled, preparing consumption reports as needed.
• Issue and replace fuel cards as necessary.

Supplier Database Maintenance:

• Maintain an up-to-date supplier database in QuickBooks.

Expense Accounts Updates:

• Accurately update expense accounts in their correct chart of accounts in QuickBooks.

Reporting:

• Provide accounts payable metrics for Finance OKR meetings.
• Prepare weekly cash budgets and reviews, ensuring financial statements are readily available.
• Share feedback during reporting and provide breakdowns for P&L.
• Conduct daily cash planning.

Filing System:

• Maintain an organized filing system for all payment documents for easy retrieval.

Requirements

• KCSE Grade B- and above
• Degree/Diploma in Business-related degree.
• CPA-K