Accounts Assistant Job Vacancy in Nairobi, Kenya

Position Title: Accounts Assistant (Level: Mid-Level)

JOB OBJECTIVE:

The Accounts Assistant will play a crucial role in maintaining accurate financial records, performing bookkeeping tasks, and managing payroll duties. The primary objective is to provide timely and meaningful financial information to support the organization’s financial activities.

JOB RESPONSIBILITIES:

Timely Processing and Payment

• Process and reconcile payments of creditors in accordance with respective statements.
• Generate and send out invoices promptly.
• Manage petty cash transactions efficiently.

Debt Collection and Account Monitoring

• Follow up on, collect, and allocate payments from clients.
• Monitor customer account details for non-payments, delayed payments, and other irregularities.
• Research and resolve payment discrepancies.

Financial Reporting and Analysis

• Prepare profit and loss statements, monthly expense comparisons, bank reconciliations, and petty cash reports.
• Review Accounts Receivables aging to ensure compliance.
• Produce accurate monthly, quarterly, half-yearly, and annual management accounts by the 5th of every month.
• Prepare profit and loss accounts and balance sheets for management.

Tax Compliance and Communication

• Ensure timely payment of all taxes, including VAT and corporate taxes.
• Communicate with customers via phone, email, mail, or in-person.

Month-End Procedures and Payroll

• Assist with month-end closing procedures.
• Reconcile monthly bank statements by the 5th of every month.
• Prepare organization payroll and handle statutory deductions, NHIF, PAYE, NSSF, and P9 forms when required.
• Email pay slips to employees by the 1st of each month.

Administrative Tasks and Internal Controls

• Scan and catalogue all supplier invoices and receipts systematically for easy payment processing.
• Enter all invoices into QuickBooks.
• Confirm all payments to suppliers.
• Supervise the input and handling of financial data for the company’s automated financial systems.
• Assist in documenting and monitoring internal controls.

Required Skills and Qualifications:

• 3-4 years of relevant experience.
• CPA 3, ACCA Finalist.
• BCOM or Finance degree is preferable.
• Proficient in QuickBooks, Excel, Word, Outlook, and Access.
• Knowledge of general bookkeeping procedures and accounting principles.

Key Competencies:

• Attention to detail and accuracy.
• Excellent verbal and written communication skills.
• Strong organizational skills.
• Customer service-oriented.
• Proficient in data entry.
• Ability to multitask and prioritize effectively.
• Exceptional organizational skills with attention to detail.

Personal Attributes:

• Excellent communication skills.
• Strong interpersonal skills.
• Confident and courteous.
• Flexible and adaptable.
• Good listener.

Interested candidates are invited to strictly email their cover letter and CV to careers@orchidhr.co.ke before the end of the day on 19th January 2024. Only shortlisted candidates will be contacted. Please write in English language.

Sample Cover Letter for Accounts Assistant Position

Dear Hiring Manager,

I am writing to express my interest in the Accounts Assistant position at your esteemed organization, as advertised. With a solid background in accounting and finance, along with my CPA 3 certification and 4 years of experience in handling diverse financial responsibilities, I believe I possess the skills and qualifications necessary to excel in this role.

In my previous role as an Accounts Assistant, I successfully managed timely processing and payment of creditors, generating and sending out invoices, and effectively handling petty cash transactions. My proficiency in QuickBooks, Excel, Word, Outlook, and Access, coupled with my attention to detail and accuracy, has enabled me to produce accurate monthly, quarterly, and annual management accounts.

My commitment to tax compliance is reflected in my track record of ensuring all taxes, including VAT and corporate taxes, are paid on time. I have a proven ability to communicate effectively with clients, resolving payment discrepancies, and managing customer accounts for optimal financial outcomes.

As a detail-oriented and organized professional, I am confident in my ability to contribute to your team’s success. I am eager to bring my skills in bookkeeping, financial reporting, and payroll management to your esteemed organization.

Thank you for considering my application. I look forward to the opportunity to discuss how my skills and experiences align with the needs of your organization.

Sincerely,

[Your Full Name]

Frequently Asked Questions

Q1: What is the preferred educational background for the Accounts Assistant role?

Answer: The preferred educational background for the Accounts Assistant role is a BCOM or Finance degree. However, candidates with relevant experience and a CPA 3 or ACCA Finalist qualification will also be considered.

Q2: How often are payroll and statutory deductions processed for employees?

Answer: Payroll and statutory deductions, including NHIF, PAYE, NSSF, and P9 forms, are processed monthly. Pay slips are emailed to employees by the 1st of each month.

Q3: Can I apply if I don’t have 3-4 years of experience but possess the required qualifications?

Answer: While 3-4 years of experience is preferred, candidates with the necessary qualifications and a strong foundation in accounting principles may still be considered.

Q4: What software skills are essential for this role?

Answer: Proficiency in QuickBooks, Excel, Word, Outlook, and Access is essential for the Accounts Assistant role.

Q5: How often are management accounts produced, and what should they include?

Answer: Management accounts are produced monthly, quarterly, half-yearly, and annually by the 5th of every month. They should include profit and loss statements, expense comparisons, and balance sheets.

Q6: Can I apply if I am not based in Nairobi, Kenya?

Answer: The position is based in Nairobi, Kenya. Only candidates willing to work in this location should apply.

Q7: What steps are taken to ensure tax compliance?

Answer: All taxes, including VAT and corporate taxes, are paid on time. This ensures full compliance with tax regulations.

Q8: How are payment discrepancies with customers resolved?

Answer: Payment discrepancies are researched and resolved through effective communication with customers via phone, email, mail, or in-person.

Q9: Are there opportunities for career growth within the organization?

Answer: The organization is committed to employee development. Opportunities for career growth are available based on performance and achievements.

Q10: How are shortlisted candidates notified about the status of their application?

Answer: Only shortlisted candidates will be contacted via the email provided in their application.

Possible Accounts Assistant Interview Questions With Answers

1. Question: Can you explain the importance of timely processing and payment of creditors?
   • Answer: Timely processing and payment of creditors ensure good relationships with suppliers, avoid late payment fees, and maintain the organization’s financial credibility.
2. Question: How do you handle discrepancies in payment from customers?
   • Answer: I conduct thorough research and communicate with customers to understand and resolve payment discrepancies promptly.
3. Question: How do you stay updated on changes in accounting principles and regulations?
   • Answer: I regularly participate in professional development courses and stay informed through industry publications and forums.
4. Question: Describe a challenging situation in which you had to multitask and prioritize tasks effectively.
   • Answer: In my previous role, during month-end closing, I had to manage multiple tasks simultaneously, ensuring all deadlines were met. I prioritized tasks based on urgency and importance.
5. Question: How do you ensure accuracy in financial reporting?
   • Answer: I maintain attention to detail, cross-check data, and use accounting software, such as QuickBooks, to minimize errors in financial reporting.
6. Question: Can you provide an example of when you had to handle a complex payroll issue?
   • Answer: In a previous position, I successfully resolved a payroll discrepancy by collaborating with HR and addressing the issue promptly, ensuring accurate payments to employees.
7. Question: How do you approach communication with clients regarding overdue payments?
   • Answer: I adopt a diplomatic and professional approach, sending reminders and establishing open communication channels to resolve issues and maintain positive client relationships.
8. Question: How do you contribute to internal control processes within the organization?
   • Answer: I assist in documenting and monitoring internal controls, ensuring adherence to financial policies and procedures to safeguard the organization’s assets.
9. Question: Can you discuss your experience in producing monthly metrics and their significance?
   • Answer: I regularly collect data and prepare monthly metrics to assess financial performance, identify trends, and provide insights for strategic decision-making.
10. Question: How do you handle the pressure of meeting tight deadlines, such as the 5th-of-the-month reporting requirement?
    • Answer: I thrive in a fast-paced environment and employ effective time management techniques. Prioritizing tasks and maintaining a structured approach allow me to consistently meet deadlines.

We wish you the best in your application process! Our commitment is to attract and retain the best employees from all races and backgrounds, contributing to our ongoing efforts to become a better development partner.