Receivable Accounts Assistant Jobs in Nairobi, Nairobi County, Kenya at Vision Plus Kenya

Title: Receivable Accounts Assistant

Company: Vision Plus Kenya

Location: Nairobi, Nairobi County, Kenya

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 company's 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

▸ Bachelor's 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 0–30 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.

Requirements