Receivable Accounts Assistant
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Job Summary
PURPOSE OF THE ROLE
The Accounts Receivable Assistant is responsible for managing the end-to-end receivables cycle for Vision Plus ensuring accurate and timely invoicing collections follow-up customer account reconciliation and credit control across all sales channels including general trade (GT) dealers modern trade retailers (Naivas Quick Mart Khetias Carrefour/MAF) and e-commerce platforms (Jumia). The role supports the Finance team in maintaining healthy cash flow reducing aged debt and ensuring compliance with internal controls and KRA/eTIMS requirements.
KEY RESPONSIBILITIES
Invoicing & Documentation
Prepare review and issue accurate sales invoices and credit notes to customers in Zoho Books ensuring alignment with approved sales orders and delivery notes.
Ensure all invoices are eTIMS-compliant and correctly captured in the KRA tax system within the required timelines.
Maintain organised digital and physical records of all invoices delivery notes purchase orders and proof-of-delivery documents.
Collections & Follow-Up
Monitor the accounts receivable ageing report daily and proactively follow up with customers on overdue balances via phone email and in-person visits where necessary.
Coordinate with the Sales team (GT Sales Manager Regional Sales Representatives) to resolve customer disputes pricing discrepancies and short payments.
Prepare weekly collections forecasts and escalate high-risk accounts to the Financial Controller for credit hold or legal action decisions.
Track post-dated cheques (PDCs) mobile money payments (M-Pesa) bank transfers and RTGS receipts ensuring prompt banking and allocation.
Customer Account Reconciliation
Perform monthly reconciliation of customer accounts (114 active dealer accounts and key modern trade partners) and share statements with customers for confirmation.
Investigate and resolve discrepancies between Zoho Books balances bank receipts and customer records in a timely manner.
Reconcile intercompany receivables between Kryptonite International Limited (KIL) and Step Up Technologies SEZ Ltd (SUT SEZ) as required.
Credit Control & Risk Management
Enforce the companys credit policy by monitoring customer credit limits payment terms and overdue positions before new orders are released.
Maintain an updated credit risk register and flag accounts approaching or exceeding approved limits.
Support the Financial Controller in preparing the monthly AR credit risk analysis and bad debt provisioning schedules.
Reporting & Analysis
Generate weekly and monthly AR reports including ageing summaries collections performance DSO (Days Sales Outstanding) tracking and write-off schedules.
Provide data inputs for the Finance dashboard (Zoho Analytics) to support real-time visibility on receivables health.
Assist with month-end and year-end closing activities related to receivables including accruals and provisions.
Stakeholder Coordination
Liaise with the Warehouse & Logistics team to confirm deliveries and resolve any discrepancies between dispatched and invoiced quantities.
Work closely with the Sales team to ensure customer onboarding documentation (KRA PINs trade licences credit applications) is complete and filed.
Support external audit queries by providing accurate AR schedules confirmations and supporting documentation.
MINIMUM QUALIFICATIONS
Bachelors degree or Diploma in Accounting Finance Business Administration or a related field.
CPA Part II (minimum) or equivalent professional qualification.
At least 2 years of experience in an accounts receivable credit control or general accounting role preferably in FMCG consumer electronics or distribution.
Zoho Books/Inventory experience is a strong advantage.Proficiency in accounting software
Strong working knowledge of Microsoft Excel (pivot tables VLOOKUP data analysis).
Familiarity with KRA iTax and eTIMS systems.
DESIRED SKILLS & ATTRIBUTES
Excellent attention to detail and accuracy in data entry and reconciliation.
Strong communication and negotiation skills for collections follow-up.
Ability to work under pressure and meet tight month-end deadlines.
Proactive self-motivated and able to work with minimal supervision.
Team player with a collaborative approach across Finance Sales and Operations.
High integrity and commitment to confidentiality of financial information.
Experience working with multi-entity or intercompany structures is an added advantage.
KEY PERFORMANCE INDICATORS (KPIS)
Collections rate vs. monthly target (% of AR collected within terms).
Days Sales Outstanding (DSO) target reduction quarter on quarter.
Ageing profile % of receivables within 030 days vs. 60 days overdue.
Invoice accuracy rate errors credit notes raised due to billing mistakes.
Reconciliation completion % of customer accounts reconciled monthly.
Compliance zero eTIMS/KRA penalties arising from invoicing errors.
MINIMUM QUALIFICATIONS
Bachelors degree or Diploma in Accounting Finance Business Administration or a related field.
CPA Part II (minimum) or equivalent professional qualification.
At least 2 years of experience in an accounts receivable credit control or general accounting role preferably in FMCG consumer electronics or distribution.
Zoho Books/Inventory experience is a strong advantage.Proficiency in accounting software
Strong working knowledge of Microsoft Excel (pivot tables VLOOKUP data analysis).
Familiarity with KRA iTax and eTIMS systems.
DESIRED SKILLS & ATTRIBUTES
Excellent attention to detail and accuracy in data entry and reconciliation.
Strong communication and negotiation skills for collections follow-up.
Ability to work under pressure and meet tight month-end deadlines.
Proactive self-motivated and able to work with minimal supervision.
Team player with a collaborative approach across Finance Sales and Operations.
High integrity and commitment to confidentiality of financial information.
Experience working with multi-entity or intercompany structures is an added advantage.
KEY PERFORMANCE INDICATORS (KPIS)
Collections rate vs. monthly target (% of AR collected within terms).
Days Sales Outstanding (DSO) target reduction quarter on quarter.
Ageing profile % of receivables within 030 days vs. 60 days overdue.
Invoice accuracy rate errors credit notes raised due to billing mistakes.
Reconciliation completion % of customer accounts reconciled monthly.
Compliance zero eTIMS/KRA penalties arising from invoicing errors.
Required Skills:
MINIMUM QUALIFICATIONS Bachelors degree or Diploma in Accounting Finance Business Administration or a related field. CPA Part II (minimum) or equivalent professional qualification. At least 2 years of experience in an accounts receivable credit control or general accounting role preferably in FMCG consumer electronics or distribution. Zoho Books/Inventory experience is a strong in accounting software Strong working knowledge of Microsoft Excel (pivot tables VLOOKUP data analysis). Familiarity with KRA iTax and eTIMS systems. DESIRED SKILLS & ATTRIBUTES Excellent attention to detail and accuracy in data entry and reconciliation. Strong communication and negotiation skills for collections follow-up. Ability to work under pressure and meet tight month-end deadlines. Proactive self-motivated and able to work with minimal supervision. Team player with a collaborative approach across Finance Sales and Operations. High integrity and commitment to confidentiality of financial information. Experience working with multi-entity or intercompany structures is an added advantage.
Required Education:
MINIMUM QUALIFICATIONS Bachelors degree or Diploma in Accounting Finance Business Administration or a related field. CPA Part II (minimum) or equivalent professional qualification. At least 2 years of experience in an accounts receivable credit control or general accounting role preferably in FMCG consumer electronics or distribution. Zoho Books/Inventory experience is a strong in accounting software Strong working knowledge of Microsoft Excel (
