Reporting to the Finance Manager, the Accounts Payable Manager at The Fairmont Norfolk is responsible for the accuracy and efficiency of the hotel's accounts payable functions. This includes managing invoice processing, ensuring timely payments to vendors, maintaining compliance with statutory tax requirements, and supporting financial reporting and internal controls.
Key Responsibilities
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 reconcile any discrepancies.
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.
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.
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.
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.
Other Duties
Assist the Finance Manager in the preparation of reporting and analysis regardless of reporting frequency (daily, weekly, monthly, quarterly, annual, and ad-hoc).
Ensure information in all reports is accurate and reflective of actual business transactions.
Provide aging report summaries required by the Accounting and Control Department.
Understand Accor objectives in managing Accounts Payable for effective Cash Flow management.
Prepare payments for final approval and signatures by the Director of Finance and General Manager.
Qualifications and Personal Standards
Education: Minimum of a BA/BSc/HND degree in Finance, Accounting, or a related field.
Punctuality: Report for duty punctually wearing the correct uniform and name tag.
Appearance: Maintain a high standard of personal appearance and hygiene adhering to luxury hotel standards.
Service: Provide friendly, courteous, and professional service at all times.
Teamwork: Maintain good working relationships with colleagues and all other departments.
Safety & Policy: Adhere to the hotel’s Handbook and policies relating to Fire, Hygiene, Health, and Safety.
Compliance: Comply with local legislation and respond to departmental changes as needed.
Flexibility: Carry out any other reasonable duties as assigned, including potential redeployment to other areas based on business demand.
Interested and qualified candidates should apply online via the Accor careers portal by clicking the apply button on the job page or visiting the official careers site: https://www.myjobmag.co.ke/apply-now/1153834. This will redirect you to the Fairmont/Accor official application page.
