Assistant Accountant at CDL Human Resource

The job holder is responsible for performing a variety of accounting work involving petty cash management, cash banking, cash & bank reconciliations, suppliers invoices verification & payment processing, customer payments posting and tax computations & Payments. The person will be expected to maintain accurate and up to date accounting records.

Assistant Accountant Key Responsibilities

Accounting Functions:

Cash Reconciliation – Sales COD/Immediate (Daily)

• Perform daily reconciliation of Point-of-Sale (POS) and Wholesale transactions to ensure accuracy.
• Post payments and allocate them to the respective customer accounts in the accounting system.
• Conduct end-of-day cash count and banking of cash received.
• Reconcile cash sales and receivables on the Odoo system to ensure accuracy and resolve any pending payment issues.
• Maintain and file daily cash reports along with the corresponding receipts. Open Float/Petty Cash Management (Daily)
• Verify daily expenses (e.g., fuel, airtime, office supplies) to ensure accurate reporting.
• Upload the verified expenses into the Open Float system, attaching necessary supporting documents.
• Perform daily reconciliation between Open Float and Odoo to maintain accuracy.
• Monitor petty cash balances, notify relevant parties and upon approval prepare cheques for replenishment.
• Prepare and file a report detailing expenses from the last top-up to the next top-up weekly.

MPESA Phone Transactions Management

• Regularly monitor the cash balance in the MPESA account to ensure proper fund management.
• Track daily expenses related to the MPESA account and maintain records in Excel for reconciliation.
• Post MPESA transactions in Odoo to ensure that the system balance matches the recorded Excel and phone balance.

Supplier Invoice Posting and Payments (Local)

Local Supplier Invoice Posting:

• Prepare service purchase orders (PO) and ensure proper documentation is in place.
• Verify and sign off the Goods Receipt Note (GRN) from the stores team to confirm the receipt of goods as per supplier invoices.
• Post supplier invoices into the Odoo system promptly and ensure they are recorded accurately.

Local Supplier Payments:

• Ensure timely payment processing for local suppliers based on approved invoices.
• Maintain records of all payments and related transactions in accordance with company policies.
• Reconcile local and accounts payable records with the suppliers statement to ensure accuracy and consistency between the suppliers records and Odoo system.

Foreign Payments and Supplier Reconciliation:

• Generate the monthly outstanding payables report from Odoo by the 4th of each month and send it to the Head of Finance for review and approval.
• After receiving approval, retrieve the relevant payable invoices from the filing system and prepare cheques & RTGS for payment.
• Make copies of the cheques & RTGS for record-keeping purposes.
• Attach the Supplier Invoice and the Import Declaration Form (IDF) to the Bank Remittance and the cheque for the supplier.
• Post the payments into Odoo to ensure the system reflects the completed transactions.
• Generate bank payment swift and share with procurement
• Regularly update the local and foreign supplier database with current information such as addresses, contact details, payment terms, and credit limits to ensure accuracy in records.

Bank Reconciliation & Financial Record Keeping

• Perform daily bank reconciliations, ensuring that all bank transactions match those recorded in the system.
• Investigate and resolve any discrepancies or issues related to bank transactions, payments, or receipts.
• Ensure that all bank charges, interest, and fees are recorded correctly.
• Maintain accurate and up-to-date financial records for all transactions, including purchases, sales, payments, and receipts.
• Track analyze and report on irregularities in expenses, financial performance, highlighting any variances from budgets or forecasts.
• Prepare monthly payment projections.

 Monthly Tax and statutory payment.

• Prepare and file monthly VAT returns on a timely basis.
• Prepare, file and pay withholding taxes.
• Processing and filing payroll statutory returns.

Compliance and Reporting:

• Process all assigned transactions through the Odoo system.
• Comply with all financial controls and code of ethics set by the organization.
• Ensure compliance with both internal and external regulatory requirements.
• Monitoring, awareness and putting mechanisms in place to ensure elimination of possible risks.
• Keep up-to-date with any changes in tax laws and assist in implementing necessary adjustments to comply with regulatory requirements.

Audit and Internal Control:

• Assist with internal and external audits, ensuring that all financial transactions are accurately documented and compliant with policies.
• Support the development and maintenance of internal controls to safeguard company assets and ensure financial integrity.
• Participate in the preparation of audit schedules and respond to any audit queries.
• Assist in the preparation of annual budgets, working closely with department heads and the Head of Finance to collect relevant data.

Assistant Accountant Requirements

Education Qualifications 

• A Bachelor’s degree in Accounting, Finance, Business Administration, OR a similar discipline is a minimum requirement.
• A Certified Public Accountant (CPA) or ACCA qualification would be an added advantage.
• Knowledge and experience with Odoo ERP, Tally, QuickBooks, or other accounting software.
• Proficiency in Microsoft Excel for financial analysis and reporting.
• A minimum of 2–3 years of experience in an accounting or finance role, preferably in an industry dealing with imports, inventory management, or equipment sales.