Accounts and Administration Assistant

Closing Date: 5pm, 1st August 2011

Description

A client of AfriBusiness Development is looking to hire an Accounts and Administration Assistant to handle the Accounts and Administration needs of the company.

The company is in the media industry and located in Lavington area in Nairobi.

The Accounts and Administration person will be required to do the following:

Accounts Receivables

• Maintaining existing client database and updating new ones
• Creating sales orders for new jobs
• Invoicing Clients and Dispatching the invoices
• Following up payments and ensuring all pending payments are received within 30 calendar days of invoicing
• Receipting any incoming payments
• Preparing debtors schedules for the directors on a weekly basis for decision making
• Sending out statements to customers to show what is outstanding every end month
• Maintaining proper files for all receivable records
• Banking

Accounts Payable

• Ensuring proper records are maintained of all suppliers invoices
• Processing all approved payments and maintaining records thereto. All payments made have to have accompanying approved documents.
• Update QuickBooks every end of the week
• Maintaining proper files for all payable records
• Preparing remittances for NHIF, NSSF, PAYE and physically remitting them before deadline
• Remittances of instalment corporate tax every quarter and VAT every end month
• Ensure all withholding tax certificates are collected and maintained
• Ensuring salaries are paid on time.

Budgeting & Bank Reconciliation

• Bank reconciliation on a monthly basis
• Preparing monthly budgets for petty cash and any other field cost
• Maintaining proper files for all records
• Prepare quarterly financial statements i.e. Balance Sheet, Profit and Loss and Cashflow statements
• Work with auditors at the end of the year to develop audited end of year accounts.

Purchasing

• Develop a suppliers database and updating it on a regular basis
• Negotiate prices with suppliers
• Negotiating credit terms with suppliers
• Maintain asset register

Administrative Duties

• Typing reports and letters when required
• Logistics arrangements for travel outside Nairobi
• Supervising cleaning of the office
• Physically receiving all letters delivered in the office and at the post office
• Maintaining client list with up-to-date contact details
• Delivering and collecting documents and other parcels from clients and suppliers
• Delivering proposals and tenders
• Calling and organising meetings and interviews
• Opening and closing office (custodian of office keys)
• Receiving all visitors and offering them refreshments and reading materials
• Receiving all incoming calls and directing them to the relevant person or assisting them where required
• Attend weekly departmental meetings
• Taking minutes of all internal meetings
• Any other duties as may be assigned to you from time to time.

Qualifications/Skills Required

• Bachelors degree
• CPA II
• Microsoft Office and QuickBooks

Relevant working experience

• One year relevant work experience

Application Procedures

Qualified candidates are invited to send their CVs and cover letter to: mail@afribusinessdevelopment.com, before 5pm, 1st August 2011.