Responsibilities or duties

PURPOSE OF THE ROLE

The Accounts Receivable Assistant is responsible for managing the end-to-end receivables cycle for Vision Plus, ensuring accurate and timely invoicing, collections follow-up, customer account reconciliation, and credit control across all sales channels — including general trade (GT) dealers, modern trade retailers (Naivas, Quick Mart, Khetias, Carrefour/MAF), and e-commerce platforms (Jumia). The role supports the Finance team in maintaining healthy cash flow, reducing aged debt, and ensuring compliance with internal controls and KRA/eTIMS requirements.

KEY RESPONSIBILITIES

Invoicing & Documentation

• Prepare, review, and issue accurate sales invoices and credit notes to customers in Zoho Books, ensuring alignment with approved sales orders and delivery notes.
• Ensure all invoices are eTIMS-compliant and correctly captured in the KRA tax system within the required timelines.
• Maintain organised digital and physical records of all invoices, delivery notes, purchase orders, and proof-of-delivery documents.

Collections & Follow-Up

• Monitor the accounts receivable ageing report daily and proactively follow up with customers on overdue balances via phone, email, and in-person visits where necessary.
• Coordinate with the Sales team (GT Sales Manager, Regional Sales Representatives) to resolve customer disputes, pricing discrepancies, and short payments.
• Prepare weekly collections forecasts and escalate high-risk accounts to the Financial Controller for credit hold or legal action decisions.
• Track post-dated cheques (PDCs), mobile money payments (M-Pesa), bank transfers, and RTGS receipts, ensuring prompt banking and allocation.

Customer Account Reconciliation

• Perform monthly reconciliation of customer accounts (114+ active dealer accounts and key modern trade partners) and share statements with customers for confirmation.
• Investigate and resolve discrepancies between Zoho Books balances, bank receipts, and customer records in a timely manner.
• Reconcile intercompany receivables between Kryptonite International Limited (KIL) and Step Up Technologies SEZ Ltd (SUT SEZ) as required.

Credit Control & Risk Management

• Enforce the company's credit policy by monitoring customer credit limits, payment terms, and overdue positions before new orders are released.
• Maintain an updated credit risk register and flag accounts approaching or exceeding approved limits.
• Support the Financial Controller in preparing the monthly AR credit risk analysis and bad debt provisioning schedules.

Reporting & Analysis

• Generate weekly and monthly AR reports including ageing summaries, collections performance, DSO (Days Sales Outstanding) tracking, and write-off schedules.
• Provide data inputs for the Finance dashboard (Zoho Analytics) to support real-time visibility on receivables health.
• Assist with month-end and year-end closing activities related to receivables, including accruals and provisions.

Stakeholder Coordination

• Liaise with the Warehouse & Logistics team to confirm deliveries and resolve any discrepancies between dispatched and invoiced quantities.
• Work closely with the Sales team to ensure customer onboarding documentation (KRA PINs, trade licences, credit applications) is complete and filed.
• Support external audit queries by providing accurate AR schedules, confirmations, and supporting documentation.

MINIMUM QUALIFICATIONS

• Bachelor's degree or Diploma in Accounting, Finance, Business Administration, or a related field.
• CPA Part II (minimum) or equivalent professional qualification.
• Zoho Books/Inventory experience is a strong advantage.
• Proficiency in accounting software —
• Strong working knowledge of Microsoft Excel (pivot tables, VLOOKUP, data analysis).
• Familiarity with KRA iTax and eTIMS systems.

DESIRED SKILLS & ATTRIBUTES

• Excellent attention to detail and accuracy in data entry and reconciliation.
• Strong communication and negotiation skills for collections follow-up.
• Ability to work under pressure and meet tight month-end deadlines.
• Proactive, self-motivated, and able to work with minimal supervision.
• Team player with a collaborative approach across Finance, Sales, and Operations.
• High integrity and commitment to confidentiality of financial information.
• Experience working with multi-entity or intercompany structures is an added advantage.

Experience needed

At least 2 years of experience in an accounts receivable, credit control, or general accounting role — preferably in FMCG, consumer electronics, or distribution.

• Prepare, review, and issue accurate sales invoices and credit notes to customers in Zoho Books, ensuring alignment with approved sales orders and delivery notes.
• Ensure all invoices are eTIMS-compliant and correctly captured in the KRA tax system within the required timelines.
• Maintain organised digital and physical records of all invoices, delivery notes, purchase orders, and proof-of-delivery documents.
• Monitor the accounts receivable ageing report daily and proactively follow up with customers on overdue balances via phone, email, and in-person visits where necessary.
• Coordinate with the Sales team (GT Sales Manager, Regional Sales Representatives) to resolve customer disputes, pricing discrepancies, and short payments.
• Prepare weekly collections forecasts and escalate high-risk accounts to the Financial Controller for credit hold or legal action decisions.
• Track post-dated cheques (PDCs), mobile money payments (M-Pesa), bank transfers, and RTGS receipts, ensuring prompt banking and allocation.
• Perform monthly reconciliation of customer accounts (114+ active dealer accounts and key modern trade partners) and share statements with customers for confirmation.
• Investigate and resolve discrepancies between Zoho Books balances, bank receipts, and customer records in a timely manner.
• Reconcile intercompany receivables between Kryptonite International Limited (KIL) and Step Up Technologies SEZ Ltd (SUT SEZ) as required.
• Enforce the company's credit policy by monitoring customer credit limits, payment terms, and overdue positions before new orders are released.
• Maintain an updated credit risk register and flag accounts approaching or exceeding approved limits.
• Support the Financial Controller in preparing the monthly AR credit risk analysis and bad debt provisioning schedules.
• Generate weekly and monthly AR reports including ageing summaries, collections performance, DSO (Days Sales Outstanding) tracking, and write-off schedules.
• Provide data inputs for the Finance dashboard (Zoho Analytics) to support real-time visibility on receivables health.
• Assist with month-end and year-end closing activities related to receivables, including accruals and provisions.
• Liaise with the Warehouse & Logistics team to confirm deliveries and resolve any discrepancies between dispatched and invoiced quantities.
• Work closely with the Sales team to ensure customer onboarding documentation (KRA PINs, trade licences, credit applications) is complete and filed.
• Support external audit queries by providing accurate AR schedules, confirmations, and supporting documentation.

• Excellent attention to detail and accuracy in data entry and reconciliation.
• Strong communication and negotiation skills for collections follow-up.
• Ability to work under pressure and meet tight month-end deadlines.
• Proactive, self-motivated, and able to work with minimal supervision.
• Team player with a collaborative approach across Finance, Sales, and Operations.
• High integrity and commitment to confidentiality of financial information.
• Zoho Books/Inventory experience is a strong advantage.
• Proficiency in accounting software.
• Strong working knowledge of Microsoft Excel (pivot tables, VLOOKUP, data analysis).
• Familiarity with KRA iTax and eTIMS systems.
• Experience working with multi-entity or intercompany structures is an added advantage.

• Bachelor's degree or Diploma in Accounting, Finance, Business Administration, or a related field.
• CPA Part II (minimum) or equivalent professional qualification.