Job summary

The position is responsible for ensuring smooth business operations by managing company accounts through accurate order processing, invoicing, reconciliation of debtors’ accounts, and timely financial reporting.

Min Qualification:

Bachelors

Experience Level:

Entry level

Experience Length:

2 years

Language Requirement:

English

Working Hours:

Full Time - 9 to 5

Applicant Location:

Kenya

Job descriptions & requirements

Reports To: Finance Manager

Department: Finance

Location: Head Office

1. Job Purpose

The position is responsible for ensuring smooth business operations by managing company accounts through accurate order processing, invoicing, reconciliation of debtors’ accounts, and timely financial reporting. The Accounts Receivables Assistant supports the Finance Department in maintaining up-to-date records of customer transactions to ensure effective receivables management and compliance with financial procedures.

2. Key Responsibilities

a) Sales Invoicing and Documentation

Processing and recording all sales invoices from the sales team in a timely and accurate manner.

Filing credit notes and sales invoices sequentially to ensure proper documentation and compliance with audit requirements.

Maintaining an organized filing system to ensure all accounting documents are accessible and well-documented.

b) Receivables and Collections Management

Recording customer receipts and performing follow-ups on outstanding balances as per the Mombasa Debtors Report every Monday.

Preparing and sharing weekly ageing debtor reports with the sales team to facilitate follow-ups.

Logging in to online banking platforms to verify customer payments and post corresponding entries into the accounting system (Hansa).

Performing regular reconciliations of customer accounts to ensure accuracy and completeness.

c) Banking and Reconciliation

Preparing deposit slips for cheque payments and ensuring all deposits are accurately posted on Hansa.

Performing weekly and monthly bank reconciliations to confirm all transactions are properly accounted for.

Preparing weekly reports on unknown deposits, Withholding Tax (WHT), and Value Added Tax (VAT) transactions to support timely clearing and reporting

d) Tax and Statutory Reporting

Ensuring accurate Value Added Tax (VAT) filing and submission by the 14th of every month.

Posting Withholding Tax (WHT), and Value Added Tax (VAT) entries on Hansa and ensuring proper documentation for audit and compliance purposes.

e) Sales and Stock Coordination

Conducting sales versus banking reconciliations weekly to ensure accuracy between reported sales and banked amounts.

Supporting stock movement tracking and reconciliation activities as required by the Finance Manager.

Performing any other duties assigned.

3. Key Relationships

Direct Reports to this Position

N/A

Customers of this Position

External: Customers

Internal: Company employees.

4. Knowledge, Skills, and Experience required for this Role

Diploma or Bachelor’s degree in Accounting, Finance, or a related field.

Accounts Receivables Assistant- Job Description

Minimum of 2–3 years of experience in accounts receivable or accounting functions.

Proficiency in accounting software (preferably Hansa) and Microsoft Office tools.

Strong attention to detail, accuracy, and time management skills.

Excellent communication, interpersonal, and organisational abilities.

Female candidates are encouraged to apply.

• Processing and recording all sales invoices from the sales team in a timely and accurate manner.
• Filing credit notes and sales invoices sequentially to ensure proper documentation and compliance with audit requirements.
• Maintaining an organized filing system to ensure all accounting documents are accessible and well-documented.
• Recording customer receipts and performing follow-ups on outstanding balances as per the Mombasa Debtors Report every Monday.
• Preparing and sharing weekly ageing debtor reports with the sales team to facilitate follow-ups.
• Logging in to online banking platforms to verify customer payments and post corresponding entries into the accounting system (Hansa).
• Performing regular reconciliations of customer accounts to ensure accuracy and completeness.
• Preparing deposit slips for cheque payments and ensuring all deposits are accurately posted on Hansa.
• Performing weekly and monthly bank reconciliations to confirm all transactions are properly accounted for.
• Preparing weekly reports on unknown deposits, Withholding Tax (WHT), and Value Added Tax (VAT) transactions to support timely clearing and reporting
• Ensuring accurate Value Added Tax (VAT) filing and submission by the 14th of every month.
• Posting Withholding Tax (WHT), and Value Added Tax (VAT) entries on Hansa and ensuring proper documentation for audit and compliance purposes.
• Conducting sales versus banking reconciliations weekly to ensure accuracy between reported sales and banked amounts.
• Supporting stock movement tracking and reconciliation activities as required by the Finance Manager.
• Performing any other duties assigned.

• Proficiency in accounting software (preferably Hansa) and Microsoft Office tools.
• Strong attention to detail, accuracy, and time management skills.
• Excellent communication, interpersonal, and organisational abilities.

• Diploma or Bachelor’s degree in Accounting, Finance, or a related field.