Accounts Payable Manager

Job description

Job Description

Reporting to the Finance Manager, responsibilities and essential job functions include but are not limited to the following:

Main Duties:

1. Invoice Processing & Payment Management

·  Receive, review, and verify invoices and expense reports for accuracy and compliance with hotel policies.
·  Ensure proper authorization and approval of invoices before processing payments.
·  Process invoices in the accounting system, ensuring correct coding and cost allocation.
·  Schedule and prepare supplier payments (cheques, bank transfers, and mobile payments) in line with agreed payment terms.
·  Ensure timely and accurate posting of payments and reconciling any discrepancies.

2. Vendor & Reconciliation Management

·  Maintain an up-to-date database of hotel vendors and suppliers.
·  Perform monthly supplier statement reconciliations, resolving discrepancies in coordination with suppliers.
·  Monitor aging payables and ensure payments are made on time while optimizing cash flow.
·  Handle supplier inquiries and disputes professionally to maintain good business relationships.

3. Compliance & Taxation

 

·  Ensure compliance with Kenyan tax laws, including VAT, withholding tax (WHT), and other statutory deductions.
·  Prepare and submit tax reports and certificates for supplier withholding taxes where applicable.
·  Maintain complete and accurate financial documentation in accordance with audit and regulatory requirements.

4. Expense Control & Reporting

·  Assist in preparing monthly accounts payable reports, including accruals and payment forecasts.
·  Work closely with the Finance Manager to monitor and control costs related to supplier payments.
·  Support audits by providing necessary accounts payable documentation and reconciliations.

5. Internal Controls & Process Improvement

·  Adhere to financial policies and procedures to prevent fraud and financial mismanagement.
·  Implement and maintain best practices to improve accounts payable processes and efficiency.
·  Collaborate with procurement, receiving, and finance teams to ensure proper matching of purchase orders, invoices, and delivery notes.

6. Others:

Assist the Finance Manager in the preparation of any and all reporting and analysis requirements regardless of reporting frequency including daily, weekly, monthly, quarterly, annual and ad-hoc. This includes postings of vouchers.

·  Ensure information presented in all reports is accurate and reflective of actual business transactions.
·  Provide a summary of the ageing report required by various people in the Accounting and Control Department to prepare monthly reports.
·  To understand Accor objectives in managing Account Payable Function so as to provide an effective system to track Accounts Payable for effective Cash Flow management
·  To prepare payments and submit them, with their supports attached, for final approval and signatures by the Director of Finance and General Manager.

Qualifications

 

·  To report for duty punctually wearing the correct uniform and name tag.
·  To maintain a high standard of personal appearance and hygiene and adhere to the hotel and department appearance standards.
·  To provide friendly, courteous and professional service at all times.
·  To maintain good working relationships with colleagues and all other departments.
·  To read and understand the hotel’s Handbook and to adhere to the hotel’s rules and regulations and in particular, the policies and procedures relating to Fire, Hygiene, Health and Safety.
·  To comply with local legislation as required.
·  To respond to any changes in the department as dictated by the needs of the hotel.
·  To be flexible and extend job duties to carry out any other reasonable duties and responsibilities within the job capability as assigned, including redeployment to alternative departments/areas if required, to meet business demands and guest service needs.
·  To attend training and meetings as and when required.

Additional Information

Physical Aspects of Position (include but are not limited to):

·  Frequent sitting and walking throughout shift