The Branch Accounts Officer is responsible for managing all financial and cash operations at the branch level, ensuring accurate transaction processing, effective cash control, timely reconciliations, and compliance with BKCL policies and regulatory requirements. The role supports loan disbursement and collection activities while safeguarding branch assets and maintaining strong internal controls.
Key Responsibilities
Core Banking System (CBS) Transaction Processing
- Accurately process and post loan disbursements, repayments, reversals, and other approved financial transactions in the Core Banking System (CBS).
- Verify completeness and authenticity of supporting documentation before processing any transaction.
- Ensure all transactions are properly authorised and comply with established maker-checker controls.
- Update client accounts promptly and ensure system balances reflect actual transactions processed.
- Maintain proper filing and documentation of all transaction records for future reference and audit purposes.
Branch Credit Committee & Loan Control Support
- Participate in Branch Credit Committee (BCC) meetings as required to provide financial verification and transaction readiness updates.
- Confirm availability of funds and system readiness prior to loan disbursement approvals.
- Verify that loan documentation is complete and compliant before processing approved disbursements.
- Ensure approved loan terms are accurately captured in the Core Banking System before release of funds.
- Maintain proper records of committee-approved disbursements for audit and tracking purposes.
Digital Payment & Settlement Monitoring
- Monitor digital loan disbursements and repayments conducted through approved payment channels such as M-Pesa and bank transfers.
- Reconcile digital transaction reports from mobile money platforms and banks against CBS postings on a daily basis.
- Identify, investigate, and escalate any transaction mismatches, delays, or settlement discrepancies.
- Support the branch in maintaining accurate tracking of digital transaction flows to ensure smooth cashless operations.
Daily Reconciliation & Financial Reporting
- Perform daily reconciliation of all branch transactions, including digital payments and physical cash transactions where applicable.
- Balance system-generated transaction reports with payment platform reports, collection summaries, and supporting documents.
- Complete end-of-day system closure procedures in accordance with established branch timelines.
- Prepare daily transaction summaries and submit required financial reports to the Branch Manager and Finance Department within stipulated deadlines.
- Assist in periodic financial reporting and month-end reconciliation processes.
Cash Management
- Receive, verify, and disburse physical cash in line with approved operational procedures where hybrid transactions are required.
- Maintain custody of branch cash and ensure compliance with approved cash holding limits.
- Conduct daily opening and closing cash counts and reconcile physical cash with CBS balances.
- Maintain cash transaction registers and ensure secure storage of cash and financial instruments.
- Immediately report and escalate any cash shortages, overages, or irregularities.
Expense & Payment Processing
- Process approved branch operational expenses in the CBS in line with BKCL policies and delegated authority limits.
- Verify supporting documentation prior to payment processing to ensure completeness and compliance.
- Maintain organised records of branch payments, vouchers, and supporting documents.
- Ensure timely settlement of approved financial obligations.
Compliance & Internal Controls
- Ensure adherence to BKCL financial policies, procedures, and internal control standards.
- Maintain accurate, complete, and audit-ready financial documentation at all times.
- Support internal and external audit reviews by providing requested records and clarifications.
- Identify and report suspicious transactions or potential fraud risks to the Branch Manager and Finance Department.
- Promote ethical conduct and safeguarding standards in all financial operations.
Customer Service & Client Account Support
- Provide professional and courteous service to clients during loan disbursement and repayment transactions.
- Respond to client queries related to account balances, repayments, digital transactions, and payment confirmations.
- Issue official receipts and ensure clients receive accurate transaction confirmation.
- Support resolution of transaction disputes or posting errors in coordination with Credit Officers and the Branch Manager.
- Maintain confidentiality and integrity of client financial information at all times.
Branch HR & Administrative Support
- Act as the branch focal point for HR administrative matters in coordination with the Head Office HR team.
- Maintain updated leave records and attendance registers for branch staff.
- Consolidate and submit monthly payroll inputs (e.g., attendance, leave updates, allowances, deductions) to Head Office within stipulated timelines.
- Support onboarding documentation and maintain staff personnel files at branch level.
- Coordinate submission of staff expense claims and ensure proper documentation.
- Maintain confidentiality of staff records and sensitive information.
- Support communication of HR policies and administrative updates to branch staff.
Safeguarding Responsibilities
- Read, understand, and comply with BKCL’s safeguarding policy and procedures at all times.
- Promote awareness of safeguarding standards within the branch and ensure safeguarding principles are applied in day-to-day activities.
- Conduct all financial and client interactions in a manner that upholds dignity, respect, and protection of vulnerable individuals.
- Immediately report any safeguarding concerns or reportable incidents in accordance with the established safeguarding reporting procedures.
- Encourage colleagues to adhere to safeguarding standards and reporting requirements.
Educational & Experience Requirements
- Bachelors Degree / Diploma in Accounting, Finance, Banking, Business Administration, Commerce, Economics, or a related field.
- CPA (Part I or Part II) or equivalent professional qualification is an added advantage.
- Membership or registration with a recognised professional accounting body is an added advantage.
Required Competencies
- Basic knowledge of accounting principles and financial record-keeping.
- Understanding of transaction processing and reconciliation procedures.
- Familiarity with CBS and digital payment platforms (e.g., mobile money and bank transfers).
- Ability to perform daily reconciliations accurately and identify discrepancies.
- Proficiency in Microsoft Office applications, particularly Excel and Word.
- Strong attention to detail and high level of accuracy in financial transactions.
- Good organisational and documentation management skills.
- Ability to handle confidential financial and employee information with integrity.
- Good communication and customer service skills.
- Ability to work under pressure and meet strict reporting deadlines.
- Basic understanding of internal controls and fraud prevention principles.
- Proficiency in the local language(s) of the respective county will be an added advantage.
