Careers at Harleys Limited

The incumbent will spearhead and support sales execution and maturation from the office, serving as the key link between the field team and the office support team to ensure that quotations, tenders, invoicing and general liaison with other departments run smoothly.

KEY RESPONSIBILITIES

• Sales Support and Coordination: Manage the office team, overseeing the quotation, tender and invoicing processes.
• Product Development: Work closely with the Sales Manager to advise and provide guidance on the appropriate items (equipment/consumables) to quote for various enquiries based on specifications, including items that do not fall within a specific category or are classified as general items.
• Stock Movement: Closely monitor fast-moving items, track stock level thresholds and provide regular updates to the Sales Manager. Assist with the preparation of demo and sample requests in adherence to the SOP.
• Front Office Liaison: Assist walk-in clients by managing their enquiries and addressing their needs, either through direct execution or by channelling and linking them with the Sales Manager or Product Specialist.
• Enquiry and Order Management: Respond to client phone calls, process product replenishment requests, and resolve shipping or billing concerns relating to sourced items and items pending invoicing.

 QUALIFICATIONS & EXPERIENCE

• Excellent verbal and written communication skills to interact effectively with healthcare professionals, administrative teams and internal sales teams.
• Familiarity with CRM platforms, as well as various accounting and office tools.
• A Bachelor of Science (BSc) in a medical-related field will be an advantage.
• A minimum of 3 years of experience in a similar role or demonstrated familiarity with the operations and processes relevant to the role, including tendering, procurement, hospital equipment, inventory management, local and international suppliers, and quotation management.
• Strong multitasking skills with the ability to manage inventory, track sales leads, and handle high volumes of communication.

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We are looking for a detail-oriented and reliable Finance Assistant to join our team in Nairobi, Kenya.

In this role, you will be responsible for overseeing daily financial operations, including cash flow monitoring, banking transactions, foreign currency management and accurate financial record-keeping.

You will play a key role in ensuring regulatory compliance, maintaining strong relationships with financial institutions, and supporting the smooth execution of payments and treasury activities. The ideal candidate should have a strong understanding of Kenyan financial regulations, a proactive approach to internal controls, and the ability to support audit readiness and uphold overall financial integrity.

KEY RESPONSIBILITIES

• Cash and Bank Management: Oversee daily bank and cash operations including reconciliations, monitoring liquidity, managing petty cash and preparation of regular cash position reports to ensure accurate and timely financial visibility.
• Accounts Payable and Expense Processing: Manage and post supplier invoices, employee reimbursements, and statutory payments while ensuring timely and compliant disbursements and accurate cost centre allocations.
• Accounts Receivable and Customer Reconciliation: Accurately post and reconcile customer receipts, follow up on outstanding balances, support debt recovery efforts, and process credit notes in compliance with KRA regulations.
• General Ledger and Journal Entries: Maintain up-to-date and accurate general ledger records by preparing approved journal entries and ensuring the timely closure of monthly and annual books, with proper supporting documentation.
• Financial Records and Audit Support: Ensure the completeness of financial records and assist with audit preparations by generating required schedules and supporting documentation for internal and external audits.
• Regulatory Compliance and Reporting: Ensure adherence to Kenyan tax laws and financial regulations, support statutory filings and contribute to the implementation of controls and reporting improvements across finance functions.
• Foreign Currency and Exchange Management: Manage foreign currency transactions by securing favourable exchange rates, accurately updating system rates, and executing compliant currency purchase transactions with local banks.
• Cross-Functional Support: Collaborate with banks, suppliers, auditors, and internal teams to support smooth financial operations, budgeting and ad hoc tasks assigned by Management.
• Payments Processing and Banking Activities: Coordinate and execute all company payments, including supplier disbursements, online bank transfers and deposits, while ensuring accuracy and timely processing and maintaining accurate customer payment records.
• Financial Reporting and Treasury Recordkeeping: Maintain complete and up-to-date treasury records, regularly extract and analyse ERP data, manage bank statement reporting and ensure all financial transactions align with the company’s policies and audit standards..

QUALIFICATIONS & EXPERIENCE

• Bachelor’s Degree in Accounting, Finance, Business Administration or a related field.
• A CPA (Part II or above) or equivalent professional accounting certification is required.
• Minimum of 5 years of relevant experience in accounts payable or general accounting roles, preferably within the pharmaceutical, healthcare, medical distribution or FMCG sectors.
• Hands-on experience with ERP systems (e.g., NetSuite, SAP or Oracle) and strong working knowledge of Microsoft Office applications, particularly Excel for data analysis and reporting.
• Results-oriented with ability to maintain a high standard of service level.
• Trustworthy and able to deal with confidential information in an appropriate and sensitive way; does not divulge the company's sensitive information.
• Highly developed interpersonal and communication skills coupled with the ability to negotiate and influence at all levels within the business.

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The incumbent will collaborate and coordinate with various warehouse units including inbound, outbound and inventory to optimize resources and achieve operational KPIs. They will work closely with the Health and Safety team to maintain cleanliness, orderliness and safety within the work environment, as well as safeguard stock and equipment. Additionally, they will be responsible for accurately picking, packing and dispatching orders on time.

KEY RESPONSIBILITIES

• Inbound: Verify the correct quantity and type of goods received and move them to their designated areas in the warehouse. Label and scan each item for accurate record-keeping, load and wrap stock securely on pallets and systematically enter all incoming goods data into the Warehouse Management System (WMS).
• Outbound: Prepare customer orders for delivery in line with set standards and timelines. Verify item accuracy, including batch numbers and expiry dates and ensure picking bins are replenished promptly. Double-check outgoing orders for proper packaging, labelling and documentation to guarantee safe shipment.
• Compliance: Adhere to warehouse policies, SOPs and all applicable regulations including QHSE standards to maintain a safe and compliant work environment. Keep the warehouse tidy, free of debris and organized for efficient operations. Take accountability for goods allocated to you, ensuring proper handling to prevent damage or loss.

 QUALIFICATIONS & EXPERIENCE

• Must have at least a certificate of Kenya Certificate of Secondary Education.
• A Diploma/Certificate in storekeeping and management is an advantage.
• At least 2 years of experience in a warehouse or logistics role.
• The role involves manual lifting, moving, loading and offloading of heavy stock; therefore, applicants must be physically fit..