Job Description

As a Finance Assistant, you will be involved in managing a general ledger and finance compliance matters for the Kenya business for monthly group reporting, performing day to day accounting, debt collections, accounts payables, invoicing & accounts receivables, local statutory reporting, monthly tax returns and forecasting and supporting annual external audits.

Specific Responsibilities:

Debt Collection

• Follow-up on collections from customers via calls, emails and visits to ensure collection targets are achieved month-on-month
• Maintaining strong relationships with customers, providing excellent customer service, and addressing their queries
• Initiating collection actions, such as demand notice,suspension letters and legal proceedings to clear all outstanding debts
• Prepare and circulate accurate customer statements of accounts to assist with collections
• Negotiating payment plans, deadlines, and terms with customers
• Collection of WHT certificates from customers
• Make sure 90% of invoices do not go beyond 90days

Financial Accounting

• Maintain accurate ledgers in Zoho Books by ensuring monthly reconciliations are done
• Reconcile cash and bank entries with deposits and expenses daily
• Ensure all transactions have supporting documents stored in ZohoBooks, Zoho Workdrive, and physical files where applicable
• Report daily cash balances
• Petty Cash management

Fiscal Compliance

• Calculate and file VAT taxes accurately and on time
• Ensure WHT deductions are made and paid to KRA on time
• Collect WHT certificates from KRA and send them to vendors promptly
• Accurately deduct and pay all statutory and PAYE taxes to the KRA, NSSF, and NHIF

Statutory Audit

• Supporting on audit fieldwork and compilation of requested information
• Any other audit requirements

Invoicing

• Timely and accurate invoicing of customers via ZohoBooks
• Accurately match customer payments to invoices in ZohoBooks
• Prepare and circulate accurate customer statements of accounts to assist with collections

Vendor Management

• Perform vendor background checks and onboard vendors onto Zoho Books per company procedures
• Prepare Purchase Orders and strictly enforce the "No PO, No Payment" policy
• Prepare and match invoices with purchase orders
• Communicating to vendors on payments made
• Obtain quarterly, confirmatory statements of accounts from vendors
• Perform quarterly supplier evaluation as per the policy

Quality Control and Internal Audit

• Maintain the asset register
• Regularly complete asset and quality audits
• Liaising with the operations team to ensure tagging of physical assets

Reporting

• Help prepare reports for customers, such as quarterly customer billing overviews
• Supporting in the production of monthly management reports including P&L, Cashflow and Balance sheet
• Preparation of customer aging and any other adhoc reports
• Preparation of monthly revenue reports

Teamwork

• Collaborate with Finance colleagues in other countries to develop the Finance function further
• Proactively engage with colleagues to make improvements in the Finance function

Learning and Development

• Continuously strive to develop understanding of the finance role to improve skills and know-how

Additional Responsibilities

• Perform any additional duties assigned by your Line Manager
• Help colleagues from time to time as required

Requirements

To qualify for this role, you should have the following:

• Bachelor's degree in Finance, Accounting, Business Administration, or a related field.
• Professional accounting certifications e.g. CPA, ACCA etc
• Minimum of 1–2 years of relevant work experience in accounting or finance
• Willingness to embrace the complexities of scaling, to get involved in operational tasks where necessary, and remarkable enthusiasm and willingness to support PAIX's growth
• Excellent written and verbal communication skills
• Strong analytical skills and attention to detail, with the ability to interpret data and make data-driven decisions

• Follow-up on collections from customers via calls, emails and visits to ensure collection targets are achieved month-on-month
• Maintaining strong relationships with customers, providing excellent customer service, and addressing their queries
• Initiating collection actions, such as demand notice,suspension letters and legal proceedings to clear all outstanding debts
• Prepare and circulate accurate customer statements of accounts to assist with collections
• Negotiating payment plans, deadlines, and terms with customers
• Collection of WHT certificates from customers
• Make sure 90% of invoices do not go beyond 90days
• Maintain accurate ledgers in Zoho Books by ensuring monthly reconciliations are done
• Reconcile cash and bank entries with deposits and expenses daily
• Ensure all transactions have supporting documents stored in ZohoBooks, Zoho Workdrive, and physical files where applicable
• Report daily cash balances
• Petty Cash management
• Calculate and file VAT taxes accurately and on time
• Ensure WHT deductions are made and paid to KRA on time
• Collect WHT certificates from KRA and send them to vendors promptly
• Accurately deduct and pay all statutory and PAYE taxes to the KRA, NSSF, and NHIF
• Supporting on audit fieldwork and compilation of requested information
• Any other audit requirements
• Timely and accurate invoicing of customers via ZohoBooks
• Accurately match customer payments to invoices in ZohoBooks
• Prepare and circulate accurate customer statements of accounts to assist with collections
• Perform vendor background checks and onboard vendors onto Zoho Books per company procedures
• Prepare Purchase Orders and strictly enforce the "No PO, No Payment" policy
• Prepare and match invoices with purchase orders
• Communicating to vendors on payments made
• Obtain quarterly, confirmatory statements of accounts from vendors
• Perform quarterly supplier evaluation as per the policy
• Maintain the asset register
• Regularly complete asset and quality audits
• Liaising with the operations team to ensure tagging of physical assets
• Help prepare reports for customers, such as quarterly customer billing overviews
• Supporting in the production of monthly management reports including P&L, Cashflow and Balance sheet
• Preparation of customer aging and any other adhoc reports
• Preparation of monthly revenue reports
• Collaborate with Finance colleagues in other countries to develop the Finance function further
• Proactively engage with colleagues to make improvements in the Finance function
• Continuously strive to develop understanding of the finance role to improve skills and know-how
• Perform any additional duties assigned by your Line Manager
• Help colleagues from time to time as required

• Excellent written and verbal communication skills
• Strong analytical skills and attention to detail, with the ability to interpret data and make data-driven decisions

• Bachelor's degree in Finance, Accounting, Business Administration, or a related field.
• Professional accounting certifications e.g. CPA, ACCA etc