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
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.
