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Accounting Officer

Position Overview

We are seeking a highly organized and detail-oriented Accounting Officer to support the organization's day-to-day financial operations and ensure the accuracy, completeness, and integrity of financial records. The successful candidate will be responsible for bookkeeping, accounts receivable, payroll support, bank reconciliations, statutory compliance, financial reporting, and maintaining accurate accounting documentation.

Working closely with management, external accountants, auditors, customers, banks, and internal teams, the Accounting Officer will play a key role in ensuring timely financial transactions, compliance with Kenyan tax regulations, and continuous improvement of accounting processes and internal controls. The ideal candidate should be analytical, proactive, and capable of managing multiple financial responsibilities while maintaining the highest standards of accuracy, confidentiality, and professionalism.

Key Responsibilities

1. Bookkeeping & Financial Records

• Record daily financial transactions, including bank transactions, petty cash, transport expenses, revenues, and operating expenses using QuickBooks or the organization's accounting system.

• Maintain complete, accurate, and up-to-date accounting records in accordance with company policies and accounting standards.

• Verify the accuracy of financial transactions by reviewing invoices, receipts, payment vouchers, and supporting documentation.

• Ensure all accounting entries are properly classified and recorded within agreed timelines.

• Organize and maintain financial records for easy retrieval during audits and management reviews.

• Support month-end and year-end financial closing activities.

2. Bank & Cash Reconciliation

• Perform monthly bank reconciliations to ensure accounting records accurately reflect bank balances.

• Reconcile cash transactions, petty cash accounts, and transport accounts regularly.

• Investigate and resolve discrepancies identified during reconciliation processes.

• Monitor cash balances and report unusual transactions or variances to management.

• Ensure reconciliation reports are completed accurately and submitted within reporting deadlines.

• Maintain supporting documentation for all reconciliation activities.

3. Accounts Receivable & Invoicing

• Prepare and issue customer invoices based on contractual agreements and confirmed service usage.

• Record customer payments accurately within the accounting system.

• Maintain an updated accounts receivable ledger and monitor outstanding customer balances.

• Prepare and regularly update aging reports and outstanding payment schedules.

• Follow up with customers and internal Account Managers to ensure timely collection of outstanding invoices.

• Investigate discrepancies relating to invoices, customer payments, withholding tax deductions, and account balances.

• Support the resolution of customer billing inquiries professionally and efficiently.

4. Payroll & Statutory Compliance

• Support monthly payroll preparation and salary processing activities.

• Maintain payroll records and ensure all supporting documentation is complete and accurate.

• Calculate PAYE and coordinate statutory deductions in compliance with Kenyan tax regulations.

• Prepare VAT schedules and support timely VAT filing with the relevant authorities.

• Record payroll expenses, statutory deductions, and tax payments within the accounting system.

• Support compliance with statutory reporting requirements and maintain accurate payroll records.

• Assist in responding to payroll and tax-related queries from employees and regulatory agencies.

5. Cash & Expense Management

• Manage petty cash and staff transport accounts while ensuring proper accountability.

• Review employee expense claims and verify supporting documentation before processing payments.

• Monitor staff advances and outstanding balances, ensuring timely reconciliation and recovery where necessary.

• Verify that all payments comply with internal approval procedures and financial controls.

• Ensure expense transactions are accurately recorded and supported by appropriate documentation.

• Identify irregularities in expense claims and escalate issues when necessary.

6. Financial Reporting & Audit Support

• Prepare monthly, quarterly, and ad hoc accounting schedules and financial reports.

• Support internal and external audits by preparing financial records and required documentation.

• Liaise with external accountants, auditors, financial institutions, and tax authorities when required.

• Assist in preparing documentation for regulatory compliance reviews and tax assessments.

• Monitor accounting records to identify discrepancies and recommend corrective actions.

• Ensure financial information is complete, accurate, and submitted within reporting timelines.

7. Process Improvement & Internal Controls

• Support continuous improvement of accounting procedures and financial reporting processes.

• Recommend enhancements to strengthen financial controls and improve operational efficiency.

• Ensure compliance with company policies, accounting standards, and regulatory requirements.

• Participate in initiatives aimed at improving accounting workflows and system utilization.

• Promote best practices in financial record management, compliance, and reporting.

• Perform any other accounting or finance-related duties assigned by management.

Qualifications

Applicants should possess:

• Bachelor's Degree or Diploma in Accounting, Finance, Business Administration, or another related field.

Professional qualifications such as CPA, ACCA, or ongoing professional certification will be an added advantage.

Experience

The ideal candidate should have:

• Minimum two (2) years' experience in accounting, bookkeeping, finance, or a related role.

• Practical experience using QuickBooks or a similar accounting software.

• Experience managing accounts receivable, payroll support, bank reconciliations, and statutory compliance.

• Experience working within a technology company, SaaS business, startup, or multinational organization will be an added advantage.

• Previous experience supporting external audits and working with external accountants is desirable.

Technical Knowledge & Skills

The successful candidate should demonstrate expertise in:

• Bookkeeping and financial record management.

• Bank and cash reconciliation.

• Accounts receivable and customer invoicing.

• Payroll administration and statutory deductions.

• PAYE, VAT, withholding tax, and Kenyan tax compliance.

• QuickBooks or equivalent accounting software.

• Microsoft Excel and Google Sheets.

• Financial reporting and documentation.

• Internal controls and accounting compliance.

• Audit preparation and regulatory reporting.

Core Competencies

The successful candidate should demonstrate:

• Strong analytical and numerical skills.

• Excellent attention to detail and accuracy.

• High level of integrity, accountability, and confidentiality.

• Strong organizational and time management skills.

• Ability to prioritize multiple responsibilities and meet deadlines.

• Excellent communication and interpersonal skills.

• Strong problem-solving and reconciliation abilities.

• Ability to identify discrepancies and implement corrective actions.

• Self-motivation with the ability to work independently and collaboratively.

• Commitment to continuous improvement and operational excellence.

• Professionalism and a customer-focused approach when interacting with internal and external stakeholders.

APPLICATION

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