Accounts Assistant - Payables at Gap Recruitment Services Limited

Role Overview

We are recruiting for an Accounts Assistant – Payables to support the finance department in managing the company's payment obligations and maintaining accurate financial records.

The successful candidate will play a key role in ensuring timely vendor payments, statutory compliance, proper documentation, and adherence to internal controls. This position requires a detail-oriented and organized professional capable of maintaining high levels of accuracy while working collaboratively across departments.

Key Responsibilities

 Invoice & Payment Processing

• Process vendor invoices in Zoho, verify approvals, and ensure timely payments.
• Prepare and process cheque and TT payments.
• Ensure all invoices are accurately posted and aligned with iTax reports.

 Vendor Reconciliation

• Reconcile vendor statements with internal records and resolve discrepancies.
• Communicate with vendors regarding invoice or payment queries.
• Ensure vendor statements are received monthly and ledger balances tally.

Document Management & Record Keeping

• Maintain organized digital and physical filing systems for invoices, receipts, and payment records.
• Ensure complete documentation for audit compliance.
• Accurately post and categorize expenses in the accounting system (Zoho).

Petty Cash Management

• Record petty cash transactions and perform monthly reconciliations.
• Ensure proper supporting documentation for all petty cash disbursements.

Statutory & Tax Compliance

• Assist in remittance of statutory deductions including PAYE, NSSF, SHA, AHL, and NITA.
• Prepare, reconcile, and submit withholding tax for suppliers under the guidance of the Chief Accountant.

Project Costing & Reporting

• Support the Chief Accountant in project costing activities.
• Ensure expenses are properly allocated per project and prepare monthly reports.

 Internal Controls & Risk Management

• Maintain internal controls to prevent fraud, errors, and misappropriation of funds.
• Ensure compliance with company policies, accounting standards, and Kenyan regulatory requirements.

Systems & Process Improvement

• Identify opportunities to improve accounts payable processes and efficiency.
• Support automation initiatives and enhancements within the accounting system.

Collaboration & Administrative Support

• Work closely with finance, procurement, operations, and other stakeholders to streamline procurement-to-payment processes.
• Perform general office duties including data entry, filing, and report preparation.
• Carry out any other duties assigned by management from time to time.

Candidate Profile

Education & Credentials

• Bachelors degree in Finance, Accounting, Economics, or related field.
• CPA qualification is an added advantage.

Experience

• 1 – 3 years experience in Finance or Accounting.
• Experience using accounting software (Zoho preferred).
• Understanding of Kenyan tax and statutory requirements is desirable.