The job holder is responsible for performing a variety of accounting work involving petty cash management, cash banking, cash & bank reconciliations, suppliers invoices verification & payment processing, customer payments posting and tax computations & Payments. The person will be expected to maintain accurate and up to date accounting records.
Key Responsibilities
Accounting Functions:
Cash Reconciliation – Sales COD/Immediate (Daily)
- Perform daily reconciliation of Point-of-Sale (POS) and Wholesale transactions to ensure accuracy.
- Post payments and allocate them to the respective customer accounts in the accounting system.
- Conduct end-of-day cash count and banking of cash received.
- Reconcile cash sales and receivables on the Odoo system to ensure accuracy and resolve any pending payment issues.
- Maintain and file daily cash reports along with the corresponding receipts. Open Float/Petty Cash Management (Daily)
- Verify daily expenses (e.g., fuel, airtime, office supplies) to ensure accurate reporting.
- Upload the verified expenses into the Open Float system, attaching necessary supporting documents.
- Perform daily reconciliation between Open Float and Odoo to maintain accuracy.
- Monitor petty cash balances, notify relevant parties and upon approval prepare cheques for replenishment.
- Prepare and file a report detailing expenses from the last top-up to the next top-up weekly.
MPESA Phone Transactions Management
- Regularly monitor the cash balance in the MPESA account to ensure proper fund management.
- Track daily expenses related to the MPESA account and maintain records in Excel for reconciliation.
- Post MPESA transactions in Odoo to ensure that the system balance matches the recorded Excel and phone balance.
Supplier Invoice Posting and Payments (Local)
Local Supplier Invoice Posting:
- Prepare service purchase orders (PO) and ensure proper documentation is in place.
- Verify and sign off the Goods Receipt Note (GRN) from the stores team to confirm the receipt of goods as per supplier invoices.
- Post supplier invoices into the Odoo system promptly and ensure they are recorded accurately.
Local Supplier Payments:
- Ensure timely payment processing for local suppliers based on approved invoices.
- Maintain records of all payments and related transactions in accordance with company policies.
- Reconcile local and accounts payable records with the suppliers statement to ensure accuracy and consistency between the suppliers records and Odoo system.
Foreign Payments and Supplier Reconciliation:
- Generate the monthly outstanding payables report from Odoo by the 4th of each month and send it to the Head of Finance for review and approval.
- After receiving approval, retrieve the relevant payable invoices from the filing system and prepare cheques & RTGS for payment.
- Make copies of the cheques & RTGS for record-keeping purposes.
- Attach the Supplier Invoice and the Import Declaration Form (IDF) to the Bank Remittance and the cheque for the supplier.
- Post the payments into Odoo to ensure the system reflects the completed transactions.
- Generate bank payment swift and share with procurement
- Regularly update the local and foreign supplier database with current information such as addresses, contact details, payment terms, and credit limits to ensure accuracy in records.
Bank Reconciliation & Financial Record Keeping
- Perform daily bank reconciliations, ensuring that all bank transactions match those recorded in the system.
- Investigate and resolve any discrepancies or issues related to bank transactions, payments, or receipts.
- Ensure that all bank charges, interest, and fees are recorded correctly.
- Maintain accurate and up-to-date financial records for all transactions, including purchases, sales, payments, and receipts.
- Track analyze and report on irregularities in expenses, financial performance, highlighting any variances from budgets or forecasts.
- Prepare monthly payment projections.
Monthly Tax and statutory payment.
- Prepare and file monthly VAT returns on a timely basis.
- Prepare, file and pay withholding taxes.
- Processing and filing payroll statutory returns.
Compliance and Reporting:
- Process all assigned transactions through the Odoo system.
- Comply with all financial controls and code of ethics set by the organization.
- Ensure compliance with both internal and external regulatory requirements.
- Monitoring, awareness and putting mechanisms in place to ensure elimination of possible risks.
- Keep up-to-date with any changes in tax laws and assist in implementing necessary adjustments to comply with regulatory requirements.
Audit and Internal Control:
- Assist with internal and external audits, ensuring that all financial transactions are accurately documented and compliant with policies.
- Support the development and maintenance of internal controls to safeguard company assets and ensure financial integrity.
- Participate in the preparation of audit schedules and respond to any audit queries.
- Assist in the preparation of annual budgets, working closely with department heads and the Head of Finance to collect relevant data.
Requirements
Education Qualifications
- A Bachelor’s degree in Accounting, Finance, Business Administration, OR a similar discipline is a minimum requirement.
- A Certified Public Accountant (CPA) or ACCA qualification would be an added advantage.
- Knowledge and experience with Odoo ERP, Tally, QuickBooks, or other accounting software.
- Proficiency in Microsoft Excel for financial analysis and reporting.
- A minimum of 2–3 years of experience in an accounting or finance role, preferably in an industry dealing with imports, inventory management, or equipment sales.
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