Accounts Assistant

The Accounts Assistant supports the effective financial management of Moi Educational Centre by ensuring accurate, timely, and compliant processing of all financial transactions. The role upholds transparency, accountability, and efficiency in both accounts receivable and payable operations, ensuring that all inflows and outflows are well recorded, reconciled, and aligned with institutional policies and requirements.

Key Responsibilities

Accounts Receivable (AR) Management

• Prepare and issue invoices for school fees, transport, and other services.
• Record and receipt payments made by parents, students, and other stakeholders.
• Maintain accurate and up-to-date fee registers and debtor ledgers.
• Reconcile receipts and deposits with bank statements to ensure all collections are accounted for.
• Support communication with parents and guardians regarding fee balances, receipts, and payment schedules.
• Maintain proper documentation for all collections and follow up on overdue payments as guided by the Finance Manager.

Accounts Payable (AP) Management

• Receive, verify, and process supplier invoices in line with LPOs, delivery notes, and contract terms.
• Prepare supplier payment vouchers and ensure payments are made within approved timelines.
• Maintain an updated supplier ledger and ensure all payables are properly authorized and supported by documentation.
• Support the Finance Manager in preparing schedules for statutory deductions (PAYE, NHIF, NSSF, and VAT).
• Reconcile supplier statements and address discrepancies in coordination with vendors.

Petty Cash and Banking

• Manage petty cash operations, ensuring accurate recording, approval, and replenishment of float.
• Conduct periodic petty cash reconciliations and prepare summary reports for review.
• Ensure timely banking of all collected revenues and maintain bank deposit slips and reconciliations.

Reconciliations and Reporting

• Prepare monthly bank reconciliations for all school accounts.
• Reconcile debtors, creditors, and control accounts to maintain accurate financial records.
• Assist in generating periodic financial reports and schedules for management review and audits.

Compliance and Audit Support

• Ensure all accounting transactions comply with MEC financial policies and Kenyan statutory requirements.
• Support both internal and external audits by preparing documentation and responding to queries.
• Maintain orderly filing of all financial documents for easy retrieval and reference.

Stakeholder Support

• Provide courteous and professional support to staff, suppliers, and parents on finance- related queries.
• Collaborate with administrative, academic, and operations departments to ensure smooth financial coordination across functions.

Qualifications & Requirements

• Minimum KCSE Grade C (Plain) or equivalent with passes in English and Mathematics.
• Diploma in Accounting, Finance, Supply Chain Management or Business Administration (Bachelor’s degree is an added advantage).
• CPA Part II (Section 4) or higher, certified by KASNEB.
• Training or certification in computerized accounting systems (QuickBooks, Sage, or Pastel) is desirable.
• At least 2 years of progressive experience in accounting or finance, preferably within a school, NGO, or service-oriented institution.
• Demonstrated experience in both accounts receivable and accounts payable functions.
• Experience in preparing reconciliations, processing payments, and maintaining financial records.

Competencies & Attributes

The ideal candidate should possess:

• Sound understanding of double-entry accounting, ledger management, and reconciliations.
• Familiarity with Kenyan tax and statutory regulations (PAYE, NHIF, NSSF, VAT).
• Knowledge of audit requirements and internal control systems.
• High numerical accuracy and analytical skills.
• Competence in QuickBooks, Sage, or Pastel accounting systems.
• Proficiency in Microsoft Excel, Word, and Outlook.
• Strong organizational and time management abilities.
• Excellent communication and interpersonal skills.
• Ability to maintain confidentiality and handle sensitive financial data responsibly.
• Capacity to multitask and meet tight deadlines with minimal supervision.
• Ability to identify and correct financial discrepancies promptly.
• Team player with a collaborative mindset and strong customer service orientation.
• Upholds ethical and transparent financial practices and ensures accuracy in all transactions and reports. Works harmoniously with colleagues and departments, delivering consistent, high-quality outputs within deadlines, and embraces change in systems, processes, and technologies.