Reporting to the Finance Manager, responsibilities and essential job functions include but are not limited to the following:
Main Duties:
1. Invoice Processing & Payment Management
- Receive, review, and verify invoices and expense reports for accuracy and compliance with hotel policies.
- Ensure proper authorization and approval of invoices before processing payments.
- Process invoices in the accounting system, ensuring correct coding and cost allocation.
- Schedule and prepare supplier payments (cheques, bank transfers, and mobile payments) in line with agreed payment terms.
- Ensure timely and accurate posting of payments and reconciling any discrepancies.
2. Vendor & Reconciliation Management
- Maintain an up-to-date database of hotel vendors and suppliers.
- Perform monthly supplier statement reconciliations, resolving discrepancies in coordination with suppliers.
- Monitor aging payables and ensure payments are made on time while optimizing cash flow.
- Handle supplier inquiries and disputes professionally to maintain good business relationships.
3. Compliance & Taxation
- Ensure compliance with Kenyan tax laws, including VAT, withholding tax (WHT), and other statutory deductions.
- Prepare and submit tax reports and certificates for supplier withholding taxes where applicable.
- Maintain complete and accurate financial documentation in accordance with audit and regulatory requirements.
4. Expense Control & Reporting
- Assist in preparing monthly accounts payable reports, including accruals and payment forecasts.
- Work closely with the Finance Manager to monitor and control costs related to supplier payments.
- Support audits by providing necessary accounts payable documentation and reconciliations.
5. Internal Controls & Process Improvement
- Adhere to financial policies and procedures to prevent fraud and financial mismanagement.
- Implement and maintain best practices to improve accounts payable processes and efficiency.
- Collaborate with procurement, receiving, and finance teams to ensure proper matching of purchase orders, invoices, and delivery notes.
6. Others:
Assist the Finance Manager in the preparation of any and all reporting and analysis requirements regardless of reporting frequency including daily, weekly, monthly, quarterly, annual and ad-hoc. This includes postings of vouchers.
- Ensure information presented in all reports is accurate and reflective of actual business transactions.
- Provide a summary of the ageing report required by various people in the Accounting and Control Department to prepare monthly reports.
- To understand Accor objectives in managing Account Payable Function so as to provide an effective system to track Accounts Payable for effective Cash Flow management
- To prepare payments and submit them, with their supports attached, for final approval and signatures by the Director of Finance and General Manager.