Background information about the job or company (e.g., role context, company overview)

Adept Systems is a Kenyan company established in 1994, providing a full range of management consultancy services in the areas of human resources

Responsibilities or duties

Expense Accounting & Accounts Payable Management

• Oversee and manage accounting for all company expenses and accounts payable transactions
• Own the complete accounts payable processing cycle from invoice receipt to payment
• Ensure accurate and timely recording of all supplier invoices and expense transactions in SAP
• Verify invoice accuracy, proper coding, authorization approvals, and supporting documentation
• Review and approve supplier payments in accordance with the company authorization matrix

Vendor Management & Reconciliations

• Maintain accurate vendor master data and ensure proper vendor setup in SAP
• Perform regular vendor account reconciliations and resolve discrepancies promptly
• Prepare and distribute monthly vendor statements and aging reports
• Address vendor inquiries regarding payment status, invoice disputes, and account balances
• Build and maintain strong professional relationships with key suppliers

Product Costing & Inventory Valuation

• Oversee product costing processes for all cement manufacturing operations
• Maintain and update accurate costing structures in SAP for all finished goods
• Ensure accurate inventory valuation in compliance with accounting standards and company policies
• Analyze cost variances and provide insights on production cost trends and anomalies
• Coordinate with production and procurement teams to validate cost inputs and consumption data

Goods Receipt/Invoice Receipt Account Management & Purchase Price Variances

• Manage and reconcile Goods Receipt/Invoice Receipt (GR/IR) clearing accounts in SAP
• Investigate and resolve GR/IR discrepancies and aged items on a timely basis
• Monitor and analyze purchase price variances (PPV) between purchase orders and invoices
• Work with procurement to address significant variances and update pricing in the system
• Ensure proper accounting treatment of price differences and freight/duty allocations

Payment Processing & Cash Flow Management

• Prepare payment proposals and process supplier payments via bank transfers, checks, or other methods
• Optimize payment timing to take advantage of early payment discounts while managing cash flow
• Coordinate with treasury to ensure adequate cash availability for payment runs
• Maintain payment authorization controls and ensure adherence to segregation of duties

Compliance, Controls & Audit Support

• Ensure compliance with company policies, internal controls, and relevant tax regulations
• Support internal and external audits by providing accurate accounts payable documentation
• Maintain organized filing systems for invoices, payment vouchers, and supporting documents
• Prepare monthly accruals and provisions for goods and services received but not yet invoiced
• Identify process improvement opportunities to enhance efficiency and control in the AP function

Reporting & Analysis

• Prepare monthly accounts payable for ageing reports and cash flow forecasts
• Generate management reports on vendor performance, payment trends, and cost analysis
• Provide variance analysis on product costs and inventory valuation movements
• Support month-end and year-end closing processes with timely AP reconciliation

Qualifications or requirements (e.g., education, skills)

Academic and Professional Qualifications

• Bachelor’s degree in commerce, Accounting, Finance, or equivalent qualification
• Professional certification (CPA, ACCA, or equivalent).

Experience needed

• Minimum of 5 years of experience in accounts payable, cost accounting, or similar finance role
• Manufacturing industry experience strongly preferred, particularly in cement, FMCG, or production environments
• Experience in manufacturing or FMCG industries
• Proficiency in accounting software and ERP systems
• Demonstrated experience in product costing, inventory valuation, and cost variance analysis
• Proven track record in managing vendor relationships and payment processes

• Oversee and manage accounting for all company expenses and accounts payable transactions
• Own the complete accounts payable processing cycle from invoice receipt to payment
• Ensure accurate and timely recording of all supplier invoices and expense transactions in SAP
• Verify invoice accuracy, proper coding, authorization approvals, and supporting documentation
• Review and approve supplier payments in accordance with the company authorization matrix
• Maintain accurate vendor master data and ensure proper vendor setup in SAP
• Perform regular vendor account reconciliations and resolve discrepancies promptly
• Prepare and distribute monthly vendor statements and aging reports
• Address vendor inquiries regarding payment status, invoice disputes, and account balances
• Build and maintain strong professional relationships with key suppliers
• Oversee product costing processes for all cement manufacturing operations
• Maintain and update accurate costing structures in SAP for all finished goods
• Ensure accurate inventory valuation in compliance with accounting standards and company policies
• Analyze cost variances and provide insights on production cost trends and anomalies
• Coordinate with production and procurement teams to validate cost inputs and consumption data
• Manage and reconcile Goods Receipt/Invoice Receipt (GR/IR) clearing accounts in SAP
• Investigate and resolve GR/IR discrepancies and aged items on a timely basis
• Monitor and analyze purchase price variances (PPV) between purchase orders and invoices
• Work with procurement to address significant variances and update pricing in the system
• Ensure proper accounting treatment of price differences and freight/duty allocations
• Prepare payment proposals and process supplier payments via bank transfers, checks, or other methods
• Optimize payment timing to take advantage of early payment discounts while managing cash flow
• Coordinate with treasury to ensure adequate cash availability for payment runs
• Maintain payment authorization controls and ensure adherence to segregation of duties
• Ensure compliance with company policies, internal controls, and relevant tax regulations
• Support internal and external audits by providing accurate accounts payable documentation
• Maintain organized filing systems for invoices, payment vouchers, and supporting documents
• Prepare monthly accruals and provisions for goods and services received but not yet invoiced
• Identify process improvement opportunities to enhance efficiency and control in the AP function
• Prepare monthly accounts payable for ageing reports and cash flow forecasts
• Generate management reports on vendor performance, payment trends, and cost analysis
• Provide variance analysis on product costs and inventory valuation movements
• Support month-end and year-end closing processes with timely AP reconciliation

• Proficiency in accounting software and ERP systems
• Demonstrated experience in product costing, inventory valuation, and cost variance analysis
• Proven track record in managing vendor relationships and payment processes

• Bachelor’s degree in commerce, Accounting, Finance, or equivalent qualification
• Professional certification (CPA, ACCA, or equivalent).