Fairmont The Norfolk, a historic luxury hotel in Nairobi, is seeking an Accounts Payable Manager to oversee and manage the hotel's accounts payable functions. The successful candidate will be responsible for ensuring accurate and timely processing of invoices, maintaining strong vendor relationships, and ensuring strict adherence to Kenyan tax regulations and internal financial controls. This role is central to managing the hotel's cash flow and maintaining financial integrity.
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.
Administrative & Other Duties
- Assist the Finance Manager in preparing reporting and analysis requirements (daily, weekly, monthly, quarterly, annual, and ad-hoc).
- Ensure information in all reports accurately reflects actual business transactions.
- Provide summaries of aging reports for the Accounting and Control Department.
- Track accounts payable for effective cash flow management aligned with Accor objectives.
- Prepare payments for final approval and signature by the Director of Finance and General Manager.
Standards of Performance & Professionalism
- Maintain a high standard of personal appearance and hygiene (wearing the correct uniform and name tag).
- Provide friendly, courteous, and professional service at all times.
- Adhere to all hotel rules and regulations including Fire, Hygiene, Health, and Safety policies.
- Comply with local legislation and attend all required training and meetings.
- Be flexible to carry out other reasonable duties as assigned to meet business demands.
How to Apply
Interested and qualified candidates should apply online via the provided application link to the SmartRecruiters portal.
