Role Purpose
The Accounts Assistant / Administrative Assistant will support the Finance and Administration functions by maintaining accurate financial records, assisting with bookkeeping, coordinating administrative activities, supporting payroll and statutory compliance, managing supplier contracts, and ensuring smooth daily office operations.
Key Responsibilities and Duties
Accounting & Bookkeeping Support
- Maintain accurate and up-to-date financial records in the accounting system.
- Prepare invoices, receipts, quotations, and payment vouchers.
- Reconcile bank statements, mobile money transactions, and petty cash.
- Track accounts payable and receivable and prepare weekly aging reports.
- Support monthly financial reporting and preparation of management accounts.
- Maintain proper filing and documentation for all financial records.
Payroll Support
- Collect, verify, and consolidate monthly timesheets, claims, and allowances.
- Assist in generating payroll summaries and updating payroll changes (new staff, terminations, benefits).
- Ensure accurate data entry to support timely salary processing.
- Share payslips and support staff queries on payroll.
Statutory Compliance Support
- Prepare schedules and support submission of statutory deductions including PAYE, NSSF, SHA, NITA, HELB, and any other mandated contributions.
- Maintain and update statutory compliance records and renewal calendars.
- Assist in responding to compliance queries and audits.
Supplier Contracts & Administration
- Support in renewal of supplier and service provider contracts.
- Maintain an updated supplier database and contract tracking schedule.
- Liaise with suppliers on invoicing, payments, and delivery of services.
- Ensure procurement and vendor documentation is properly filed.
Debt Collection & Client Follow-Up
- Monitor overdue invoices and follow up with clients for timely payment.
- Prepare weekly debtors aging reports and flag high-risk accounts.
- Coordinate with the sales and operations team to resolve client billing issues.
Administrative Support
- Manage general office operations, supplies, utilities, and inventory.
- Handle office correspondence, emails, telephone communication, and document circulation.
- Schedule meetings, prepare minutes, and support logistics for events and trainings.
- Maintain organized filing systems (both digital and physical).
Compliance & Internal Controls
- Ensure adherence to company financial policies and administrative procedures.
- Support internal and external audits by preparing required documents.
- Maintain confidentiality and protect sensitive company financial data.
Front Office & Client Support
- Provide professional customer service to visitors and callers.
- Record client inquiries and forward them to relevant team members.
- Assist in preparation of proposals, tender documents, and administrative support for business development when needed.
Job Requirements and Qualifications
- Diploma or Degree in Accounting, Finance, Business Administration, or related field.
- CPA Part I/II qualification is an added advantage.
- 1–3 years’ experience in accounting, bookkeeping, administration, or similar functions.
- Experience within a consulting, HR, training, or service-based firm is an advantage.
- Proficiency with accounting software (QuickBooks, Sage, Zoho Books, or similar).
- Strong MS Excel and general computer literacy.
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