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Accounts Payable Officer

Position Overview

We are seeking a detail-oriented and motivated Accounts Payable Officer to support the Finance team in managing day-to-day accounts payable operations. This entry-level fixed-term role is responsible for ensuring supplier invoices, internal payments, statutory obligations, and financial transactions are processed accurately, efficiently, and within established service level agreements.

The successful candidate will maintain accurate accounts payable records, reconcile supplier and control accounts, support month-end and year-end financial close activities, and contribute to the preparation of financial reports and audit documentation. The role also plays an important part in maintaining strong internal controls, ensuring compliance with accounting standards, and preventing irregular, fruitless, or unauthorized expenditure.

Working closely with internal departments, suppliers, treasury, auditors, and other finance stakeholders, the Accounts Payable Officer will contribute to operational excellence through timely payment processing, effective reconciliation, compliance with financial policies, and continuous process improvement.

Key Responsibilities

1. Accounts Payable Processing

• Process supplier invoices accurately and ensure payments are made within agreed credit terms.

• Verify invoices against purchase orders, contracts, supporting documentation, and approval requirements.

• Process employee reimbursements, expense claims, commissions, agent awards, premium refunds, and other internal payments within agreed service level agreements.

• Ensure all financial transactions are accurately recorded within the accounting system.

• Review payment requests for completeness and compliance before processing.

• Maintain accurate supplier accounts and ensure all payable transactions are properly documented.

2. Payment Management

• Process supplier payments within the established 30-day payment cycle.

• Coordinate timely processing of statutory payments, including taxes, PAYE, NSSF, SHIF, regulatory levies, payroll deductions, and other mandatory obligations.

• Process intercompany transactions accurately and within agreed timelines.

• Reprocess returned or rejected payments promptly while investigating the underlying causes.

• Prepare projected cash outflow schedules and submit funding requirements to the Treasury team.

• Support payment scheduling to optimize cash flow while meeting contractual obligations.

3. Reconciliation & Financial Control

• Perform monthly reconciliations of supplier accounts, control accounts, and intercompany balances.

• Investigate and resolve outstanding reconciling items and payment discrepancies.

• Monitor accounts payable balances to ensure financial records remain complete and accurate.

• Review Trial Balance accounts and validate balance sheet reconciliations.

• Prepare adjusting journal entries where necessary to maintain General Ledger integrity.

• Ensure financial transactions comply with company policies and accounting standards.

4. Financial Reporting & Month-End Close

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

• Prepare expense analysis schedules in collaboration with the financial reporting team.

• Process intercompany journals and manage outstanding journal entries.

• Prepare monthly Accounts Payable dashboard reports for management review.

• Assist in preparing management accounts and annual financial statements.

• Maintain complete and accurate financial records to support reporting requirements.

5. Audit & Compliance Support

• Prepare audit schedules and supporting documentation for internal and external audits.

• Ensure financial records are complete, organized, and readily available for audit purposes.

• Support compliance with accounting policies, financial regulations, and internal control procedures.

• Identify potential control weaknesses and recommend corrective actions.

• Assist in maintaining an audit-ready finance function throughout the financial year.

• Promote adherence to governance, compliance, and financial reporting standards.

6. Anti-Money Laundering (AML) & Regulatory Compliance

• Support implementation of Anti-Money Laundering (AML), Know Your Customer (KYC), sanctions, and compliance requirements.

• Ensure customer due diligence procedures are followed where applicable.

• Monitor financial transactions for unusual or suspicious activities.

• Escalate potential compliance breaches, fraud risks, or suspicious transactions to the Risk and Compliance team.

• Maintain accurate compliance records in accordance with regulatory and organizational requirements.

• Promote a culture of ethical conduct and regulatory compliance across finance operations.

7. Stakeholder Management & Continuous Improvement

• Build productive relationships with suppliers, internal departments, auditors, treasury, and external stakeholders.

• Respond promptly to supplier and employee payment inquiries.

• Support initiatives that improve accounts payable processes and operational efficiency.

• Contribute to finance team objectives by identifying opportunities to strengthen internal controls.

• Maintain high levels of customer service while ensuring compliance with organizational procedures.

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

Qualifications

Applicants should possess:

• Bachelor's Degree in Accounting, Finance, Commerce, or another related field.

Professional Qualifications

Candidates should possess:

• Certified Public Accountant (CPA) qualification.

• Additional professional qualifications in accounting or finance will be an added advantage.

Experience

The ideal candidate should have:

• Relevant experience in accounts payable, financial accounting, or finance operations.

• Experience working within the financial services, banking, or insurance industry is highly desirable.

• Practical experience using accounting and enterprise resource planning (ERP) systems.

• Experience supporting financial reporting and audit processes will be an added advantage.

Technical Knowledge & Skills

The successful candidate should demonstrate expertise in:

• Accounts payable and invoice processing.

• Financial reconciliations and General Ledger management.

• Statutory payments and payroll-related accounting.

• Financial reporting and month-end close processes.

• Microsoft Dynamics or similar ERP systems.

• Microsoft Excel, Word, PowerPoint, and Outlook.

• Accounting principles, financial controls, and reporting standards.

• Audit preparation and financial documentation.

• Cash flow planning and payment processing.

Core Competencies

The successful candidate should demonstrate:

• Strong analytical and numerical skills.

• Excellent attention to detail and accuracy.

• Sound problem-solving and decision-making abilities.

• Strong organizational and time management skills.

• Ability to manage multiple priorities and meet strict deadlines.

• Excellent communication and interpersonal skills.

• Ability to work effectively within a collaborative team environment.

• High level of professionalism, integrity, and confidentiality.

• Customer-focused approach with strong stakeholder management skills.

• Adaptability to changing systems, procedures, and business requirements.

• Commitment to continuous learning, operational excellence, and process improvement.

METHOD OF APPLICATION

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