Finance Officer - Accounts Payable

Tasks

Accounts Payable Processing and Reconciliation

• Obtain, review, and verify supplier bills and supporting documentation for accuracy and completeness.
• Record supplier bills weekly in QuickBooks.
• File and link ETR invoices correctly across payment and filing systems.
• Log approved but unpaid invoices in the payments projections tracker.
• Record provisions for recurring expenses.
• Post the prior week's supplier payments into QuickBooks.
• Reconcile the Accounts Payable ledger regularly for completeness and accuracy.
• Maintain an accurate aging schedule of payables and flag overdue or disputed items.

Invoicing (Coverage Support)

• Provide invoicing coverage for client invoices when other team members are unavailable.
• Ensure invoices align with approved price lists and system records.

Weekly Payments Processing

• Maintain and update the payment sheet with complete supporting documentation.
• Validate invoiced amounts and payment accuracy before processing.
• Share the weekly payments tracker with the Finance Manager (or designated approver) for approval within agreed timelines.
• Collate all payments scheduled for the weekly run, including procurement requisitions.
• Capture and consolidate payment projections received from other departments.
• Collate and prepare clinic partner payouts for processing every Friday.
• Execute approved payments and confirm remittance with suppliers/partners.

Petty Cash Management

• Record petty cash expenses and payments weekly in QuickBooks.
• Reconcile petty cash accounts regularly.
• Request petty cash top-ups based on weekly cash flow projections and usage.
• Execute approved petty cash payments.

Contractor Invoice Management

• Request and collect contractor invoices in a timely manner.
• File all contractor invoices systematically in a central repository.
• Liaise with HR to confirm contractor payment details align with the muster roll.

Statutory Compliance (Payables-Related)

• File statutory deductions accurately and within deadlines, including PAYE, WHT, and VAT as applicable to payables.
• Maintain documentation required for statutory audits related to payables.

Payroll Support

• Support payroll production by providing accurate contractor and supplier payment data.
• Assist HR/Finance in reconciling muster roll entries with contractor invoices ahead of payroll runs.

Vendor & Stakeholder Management

• Maintain positive working relationships with suppliers, vendors, and contractors.
• Respond to and resolve supplier queries regarding invoices, payments, and statements.
• Perform periodic supplier statement reconciliations.

Reporting

• Prepare management reports as required, including AP aging, payment status, and outstanding liabilities summaries.

Other Duties

• Perform any other duties as assigned by the Finance Manager or Senior Management.

Requirements

Qualifications and Experience

• Bachelors degree in Finance, Accounting, or a related field.
• CPA(K) Part II or higher (or equivalent professional qualification); fully qualified CPA/ACCA an added advantage.
• 2-4 years experience in an Accounts Payable or Finance Officer role, ideally within a multi-site, healthcare, or services organization.
• Working knowledge of QuickBooks or similar accounting software.
• Solid understanding of Kenyan statutory requirements - PAYE, WHT, VAT, and ETR/eTIMS compliance.
• Experience managing high-volume, weekly payment cycles with multiple approval stages.

Skills and Competencies

• High attention to detail and accuracy, particularly in reconciliations and aging schedules.
• Strong organizational skills with the ability to manage multiple recurring deadlines.
• Clear, professional communication for resolving supplier and stakeholder queries.
• Discretion and integrity in handling sensitive financial information.
• Comfortable working cross-functionally with Procurement, Operations, HR, and Clinic Operations.
• Proactive problem-solver who flags issues (overdue items, disputes, discrepancies) before they escalate.

What success looks like

• Fully reconciled, up-to-date Accounts Payable ledger with no unexplained variances
• Weekly payments processed on time, with complete documentation and approvals
• Statutory deductions filed accurately and on time, with zero penalties
• Payroll support delivered accurately and within deadlines each cycle
• Minimal supplier disputes; queries resolved promptly
• Accurate, current aging schedule with no unexpected overdue liabilities
• Timely, accurate management reports submitted as required
• Strong supplier and internal stakeholder confidence in AP processes and controls