Reconciliation Assistant at Flexi-Personnel

The incumbent will support the Financial Accountant in independently checking and performing reconciliations on bank accounts, salary control accounts and any other accounts to be assigned from time to time to ensure integrity of balance sheet reporting and that requisite controls over payments, receipt and their accounting are being duly executed.

ROLES AND RESPONSIBILITIES:

Bank Reconciliations

• Receive or extract daily bank, credit card, MPESA statements, bank accounts and reconcile, ensuring all receipts and payments have been posted in our books and vice versa.
• Follow up all outstanding receipts or payments on the company’s side, investigate reasons and ensure posting or other corrective actions are done.
• Follow up and investigate any items in the bank and not in the company’s books and ensure corrective actions into our books.
• On day one of the following month, extract bank charges information from the statement and any other report from the bank and pass on to the relevant person for booking.
• Perform the final month reconciliations after the bank charges posting.
• Prepare a monthly reconciliation statement on day one of each month for the previous month’s transactions, clearly documenting reasons for reconciling items, required actions, and assigned responsibilities. Ensure the statement is reviewed and approved by self, and your supervisors and  approved copies shared.
• Ensure the preparation and signing off petty cash, MPESA and hard cash recon statements daily by yourself, the petty cash holder, the Financial Accountant and weekly by the Finance Manager.
• Follow up and ensure that resolution happens within one month before the next published reconciliation statement for all reconciling items.

Salary Control Accounts: 

• Maintain and update a quarterly inventory of all salary control accounts, detailing their purpose, associated liabilities, invoicing and payment due dates, and establishing expected zero-balance timelines for each account.
• Conduct daily reviews of all accounts scheduled to zerorize, preparing a detailed variance report that captures actual balances, differences, root causes, required actions, responsible parties, and resolution timelines, and circulate the report to the Financial Accountant, Finance Manager, and Director.
• Perform weekly monitoring of all salary control account balances and their aging, investigating long outstanding or abnormal entries to confirm their validity and ensure they represent legitimate items pending payment or invoicing.
• Prepare a weekly ranked report of all salary control account balances, highlighting items older than one month, recommending corrective actions, assigning responsible parties, and circulate the report for review and approval by the Financial Accountant and Finance Manager.
• On the first day of each month, prepare a ranked report of all salary control account balances, including aging analysis, net totals, and separate debit and credit positions. Highlight the top 20 accounts by absolute balance and any accounts exceeding KES 500,000 or UGX 1,000,000, providing reasons, overdue actions, and responsible parties. Circulate the report to the Financial Accountant and Finance Manager, securing their approval for operational and accounting actions within two days to ensure balance sheet integrity.
• Prepare 1-page reconciliation reports for all salary control accounts with period-end balances (excluding statutory accounts with zero balances), detailing account balances, itemized entries, aging, reasons for outstanding items, required actions, and responsible parties. Apply the same process to statutory accounts with balances over 1 month, ensuring all reports are reviewed and approved by the Accounts Payable Accountant, the Senior Accountant – Payrolls & Credit, the Financial Accountant, and the Finance Manager.
• Ensure timely resolution of all action items arising from control account reports, targeting completion within one month. Follow up with responsible parties and publish a monthly tracking report by the 30th, detailing issue date, description, amount, due date, status, and updated completion estimates, and circulate it to the Financial Accountant, Finance Manager, and Director.
• Ensure all corrective accounting actions, including prior-period journal entries, are properly approved—by the Financial Accountant for entries below KES 100,000 / UGX 3 million, and by the Finance Manager for all higher-value entries.
• Any other responsibility that may be assigned by your supervisor.

EDUCATIONAL QUALIFICATIONS, EXPERIENCE & COMPETENCIES:

• A bachelor’s degree in finance/accounting or business-related course with a minimum of second-class honors, upper division.
• Minimum CPA Part 2 (intermediate level) and working towards a full qualification.
• 1+ years of experience in a busy accounting department.
• Minimum B+ in K.C.S.E and in Mathematics.
• Ability to maintain confidentiality.
• Strong communication skills, both written and verbal.
• Basic understanding of accounting principles and concepts.
• Familiarity with financial statements, general ledger, and financial transactions.
• Skills in using Ms. Office applications.
• Skills in filing, data entry and maintaining accurate and complete financial records.
• Attention to detail and accuracy in working with numerical data.
• Organized and punctual.