Job Description
Invoicing & Claims Management
Collect, verify, and organize all invoices and supporting documents from all branches/units.
Verify claim forms, delivery notes, and invoices against scheme rules and company standards before dispatch.
Approve, batch, and upload invoices into ERP/AR systems.
Ensure accurate posting of customer invoices, debit notes, and credit notes.
Maintain proper backup, filing, and archival of all AR documents.
Accounts Receivable Posting & Reconciliation
Receive, record, and accurately allocate all customer receipts (bank, MPESA, cheque, RTGS).
Reconcile customer accounts monthly to ensure all transactions are correctly posted and variances resolved.
Investigate and resolve billing discrepancies, pricing issues, and invoice disputes.
Prepare and support month-end AR reconciliations and sub-ledger to general ledger processes.
Ensure all proof of deliveries (PODs) are attached, validated, and updated in the register.
Credit Control & Debt Collection
Actively monitor the AR aging report and follow up overdue invoices.
Engage customers, sales teams, and internal departments to resolve payment issues.
Ensure implementation and compliance of company credit policy.
Follow up on co-pay collections, rejection cases, and invoice resubmissions for corporate clients.
Customer Relationship Management
Maintain positive and professional relationships with customers, distributors, and corporate accounts.
Communicate invoice status updates, POD issues, rejections, and resubmission timelines.
Ensure customer complaints (returns, credit notes, POD issues) are handled and resolved promptly.
Support onboarding of new customers through proper documentation and credit controls.
Reporting & Analysis
Prepare weekly and monthly AR reports,
Provide data for internal and external audits and close all audit queries.
Prepare AR reconciliations, franchise reports, compliance reports, and WHT/WVAT summaries.
Compliance, Systems & Internal Controls
Ensure adherence to financial policies, accounting standards, and statutory requirements.
Maintain high confidentiality and integrity of financial data.
Use ERP systems (SAP, Tally, ERPNext, Zoho, Oracle, QuickBooks) to post and validate entries.
Implement process improvements to strengthen AR controls and reduce errors.
Qualifications & Experience
Bachelor's Degree in Accounting, Finance, Commerce, or related field.
CPA (K) or equivalent professional qualification (ACCA, CCP).
Minimum 3 years' experience in Accounts Receivable, preferably in manufacturing or FMCG.
Proficiency in TALLY, SAP, ERPNext, Zoho, Oracle, or related accounting software.
Strong knowledge of Kenyan tax laws (VAT, WHT, WVAT compliance).
Key Competencies
Strong understanding of accounting principles and AR workflows.
Solid knowledge of Kenyan tax laws applicable to receivables.
Strong ERP system competency.
High numerical and analytical skills
Strong organizational and time management skills.
Ability to work independently and collaborate in a fast-paced team environment.
High level of integrity and confidentiality.