Open Roles at Harleys Limited

We are seeking to recruit a detail-oriented and proactive Accounts Assistant to support our Mombasa branch operations. The successful candidate will be responsible for supporting the Finance function by ensuring accurate processing and recording of cash transactions, maintaining proper financial records and providing excellent customer service during payment collection.

Key responsibilities include receipting payments, reconciling cash collections, preparing daily cash reports, banking collections and ensuring compliance with established financial policies and procedures.

KEY RESPONSIBILITIES

Sell Cashiering & Reconciliation:

• Manage cash and M-Pesa transactions, maintain accurate records, and perform daily cash and bank reconciliations to ensure consistency with physical balances.

Invoicing & Financial Processing:

• Enter and process customer sales orders in NetSuite ERP, generate accurate invoices, debit and credit notes, and coordinate with teams to ensure timely fulfillment and compliance with documentation standards.

Financial Documentation & Reporting:

• Prepare monthly branch financial and operational reports; maintain organized and up-to-date records in both digital and physical formats.

Administrative & Reception Support:

• Provide front-desk support, handle calls, visitors, mail and office supplies, and assist with filing, housekeeping and general administrative tasks.

Stakeholder Support & Service Excellence:

• Offer prompt professional support to internal teams, customers, vendors and principals. Collaborate across departments to resolve queries and improve service delivery.

Compliance & Process Adherence:

• Follow all SOPs, financial and governance policies and quality standards. Support audits, compliance training and continuous improvement initiatives.

Team Support & Positive Work Culture:

• Contribute to a cohesive work environment, support colleagues, and maintain a proactive, solutions-oriented attitude.

 QUALIFICATIONS & EXPERIENCE

• CPA Part II and/or Diploma in Finance, Accounting or a related field.
• At least 2 years of relevant experience in a similar financial with administration function preferably within a busy commercial or healthcare environment.
• Proficiency in basic accounting, cashiering, invoicing, and in the use of ERP systems (NetSuite experience will be an advantage).
• Competency in Microsoft Excel, general bookkeeping tools and M-Pesa reconciliation processes.
• High level of accuracy, integrity and confidentiality in handling financial data.
• Strong interpersonal and communication skills to support cross-functional collaboration.
• Excellent organizational skills, keen attention to detail, and ability to manage multiple tasks simultaneously.

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KEY RESPONSIBILITIES

Delivery Operations:

• Deliver goods to customers using a company motorbike along assigned routes, ensuring timely, professional and compliant deliveries while maintaining the company's image and obtaining all required proof of delivery.

Vehicle Inspection and Safety Compliance:

• Conduct daily motorbike checks, wear all required personal protective equipment (PPE), and report any faults promptly to ensure safe operations in compliance with PPB, OSHA and road safety regulations.

Order Verification and Dispatch Preparation:

• Receive, sort and verify orders before dispatch, checking quantities, labels and the condition of items to ensure accurate deliveries.

Loading, Unloading and Goods Handling:

• Assist with the safe loading and unloading of goods to prevent damage, and take full responsibility for the condition and accountability of items while in transit.

Customer Service and Conduct:

• Provide excellent customer service during deliveries, respond to customer enquiries courteously and report any complaints or delivery issues to the Dispatch Manager.

Documentation and Reporting:

• Maintain accurate delivery records, record mileage and fuel usage and submit signed delivery notes, invoices and any payments collected promptly upon returning to the office.

Security and Emergency Response:

• Park the motorbike safely in designated areas, remain vigilant to security risks and follow company emergency procedures, reporting any incidents immediately.

Compliance and SOP Adherence:

• Comply with all company Standard Operating Procedures (SOPs) and policies relating to dispatch, delivery, safety and quality management.

Motorbike and Workspace Hygiene:

• Keep the motorbike and delivery equipment clean and well maintained and assist in maintaining a clean and organised dispatch area when required.

General Dispatch Support:

• Support other dispatch activities, including sorting, scanning and loading vehicles, and carry out any other duties assigned by management.

 QUALIFICATIONS & EXPERIENCE

• Minimum KCSE Certificate. A Certificate and/or Diploma in Logistics or Supply Chain will be an advantage.
• Valid Motorcycle Riding License (Class “F” or “G”) and good riding record for a minimum of 2 years.
• Basic training in GDP or GSP will be an advantage.
• Minimum 2 years of experience in delivery, courier or dispatch operations.
• Good understanding of Nairobi routes and surrounding areas.
• Basic mechanical knowledge of motorbike operations will be an advantage.
• Experience in handling pharmaceuticals or sensitive goods will be an advantage.
• Fluent in both English and Kiswahili. Knowledge of additional regional languages is an added advantage..

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KEY RESPONSIBILITIES

Clinical Education and Training:

• Educate nephrologists, nurses and dialysis technicians on the correct set-up, operation, maintenance and troubleshooting of renal equipment and therapies.

Technical Support and Troubleshooting:

• Provide technical support to clinical staff by assisting with equipment maintenance, resolving technical issues and ensuring that equipment operates safely and efficiently.

Product Promotion and Account Management:

• Conduct product demonstrations, manage customer accounts, and promote the clinical and operational benefits of renal products, including dialysis consumables and life-sustaining devices, to healthcare professionals and other key stakeholders.

Cross-Functional Collaboration:

• Work closely with the Sales, Marketing and Product Management teams by providing real-world clinical feedback, customer insights and recommendations to support product development and commercial strategies.

Regulatory Compliance:

• Ensure that all promotional, educational, clinical support and equipment management activities comply with applicable medical, ethical and regulatory standards, as well as company policies.

 QUALIFICATIONS & EXPERIENCE

• Bachelor’s Degree or Diploma in Pharmacy, Nursing or any science-related course (MBA or equivalent management qualification will be considered as an advantage).
• Over 2 years of Renal sales experience within the pharmaceutical industry.
• Understanding of the Kenya’s renal & pharmaceutical ecosystem.
• Proven sales track record with a good knowledge of the renal centers within the country.
• Clinical and product mastery of renal consumables and renal machines dynamics.
• Strategic thinking: Ability to align training initiatives.