Assistant Accountant at International Livestock Research Institute (ILRI)

About the Position

The role supports efficient accounts payable operations through proper verification of supporting documentation, maintenance of supplier records, reconciliation of supplier accounts and prepayments, and monitoring of outstanding commitments. The position contributes to effective cash management, strong financial controls, and high-quality service delivery to internal and external stakeholders while supporting continuous improvement and business continuity within the Finance Department.

Key Responsibilities

Accounts Payable and Payment Processing:

• Assist with processing of supplier payments, travel and project advances, staff claims, consultant payments, payroll-related deductions, insurance premiums, letters of credit (LCs), bank guarantees, and other approved disbursements in a timely and accurate manner.
• Assist with review of supplier invoices and payment requests to ensure completeness of supporting documentation, accuracy, compliance with organizational policies, appropriate approvals, and correct coding before posting into the ERP system.
• Ensure all payments are fully supported, appropriately authorized, and accompanied by remittance advice documentation.
• Maintain accurate and up-to-date accounts payable records to support effective financial reporting and audit requirements.
• Analyze outstanding supplier commitments and prepare outstanding invoice reports for review and follow-up.

Account Reconciliations and Financial Controls:

• Reconcile supplier ledger balances and statements monthly, as well as other assigned balance sheet accounts, ensuring that all discrepancies are promptly investigated, resolved, and appropriately documented.
• Monitor, reconcile, and clear travel advances, supplier prepayments, and other balance sheet accounts within established timelines.
• Support with timely and accurate posting of receipts and other relevant financial transactions.
• Support month-end and year-end closing activities through timely preparation of reconciliations and supporting schedules.
• Maintain strong internal controls and ensure compliance with organizational policies, donor requirements, and statutory regulations.

Invoice Management and Reporting:

• Maintain a centralized invoice tracking register to monitor the receipt, approval, processing, payment, and filing of supplier invoices.
• Under the guidance of the Deputy Finance Manager, prepare and circulate periodic reports on supplier payments, outstanding liabilities, advances, and other accounts payable metrics.
• Monitor transaction processing timelines and proactively follow up on pending approvals to facilitate timely payments.

Customer Service and Stakeholder Support:

• Provide responsive and professional support to staff, suppliers, consultants, and other stakeholders on payment and accounts payable matters.
• Liaise with suppliers and internal clients to resolve invoice, payment, and account reconciliation queries in a timely manner.
• Contribute to continuous improvement initiatives aimed at enhancing the efficiency, accuracy, and effectiveness of accounts payable processes.

Others:

• Train and support designated backup staff to ensure business continuity and adequate coverage of key responsibilities.
• Share knowledge and provide guidance to colleagues on accounts payable procedures, controls, and best practices.
• Undertake any other duties as assigned by the supervisor.

Requirements

•  Bachelor’s degree in Accounting or Finance.
• Professional technical skills desired: CPA (II - Intermediate) or equivalent ACCA qualification.
• Minimum 1-year experience in finance/accounting.
• Knowledge of computerized accounting software required preferably Agresso system
• Computer skills, including sound knowledge of Microsoft Office.
• Business partnering skills including the ability to work well with various stakeholders.
• Excellent oral, written and analytical skills.
• Critical thinking and business analysis skills
•  Ability to work independently with minimal supervision.