Key Responsibilities
- Timely matching of all supplier invoices; checking documentation for completeness, accuracy, approvals as per policy, matching and input of supplier invoices
- Reconcile supplier ledger balances to supplier statements and close the reconciling items within the period
- Maintain an updated invoice register to track movement of all the invoices received in the institute until paid and filed
- Manage and reconcile the VAT account; ensuring timely follow-up of VAT exemption certificates & dispatch to suppliers
- Analyse outstanding supplier commitments and print withheld invoices report for review by the Finance Manager
- Prepare and circulate a monthly report of all supplier payments made.
- Review supplier master accounts: at the minimum, bi-annually and recommend de-activation of accounts that have been inactive for the last 6 months.
- Ensure prepayments are reconciled and cleared on time
- Prepare monthly receivables and payables aging schedules and reconciliations for all accounts and make relevant recommendations.
- Carry out monthly allocation of accounts and ensure relevant adjustment journals are passed.
- Invoice recharge costs to related partner institutions monthly and ensure the invoices are sent out in time for settlement.
- Manage receivables from related partner institutions, update all receipts and follow up for payment of outstanding debts when they fall due as credit terms.
- Prepare and share monthly statements for related partner institutions after allocation.
- Maintain staff and consultants accounts that reflect correct position with respect to staff and consultants’ transactions and make relevant adjustments
- Process staff travel advances, Travel Expenditure Report (TER’s) & project/workshop expenditure reports
- Ensure proper filling of all documentation relating to this function both in physical and soft copy forms
- Provide additional support on demand to the clients of the unit
- Train the alternate position all aspects of this job to ensure continuity
- Help other unit members to learn and excel in their work
- Perform any other related duties as may be required
Requirements
- Bachelor’s degree in finance or accounting or its equivalent.
- Full accounting qualifications- CPA (K) or ACCA.
- At least five years’ experience in finance with progressive experience of processing large volumes of supplier invoices and performing of supplier accounts reconciliations in a well-run organization.
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