Receivable Accounts Assistant

The Accounts Receivable Assistant is responsible for managing the end-to-end receivables cycle for Vision Plus, ensuring accurate and timely invoicing, collections follow-up, customer account reconciliation, and credit control across all sales channels — including general trade (GT) dealers, modern trade retailers (Naivas, Quick Mart, Khetias, Carrefour/MAF), and e-commerce platforms (Jumia). The role supports the Finance team in maintaining healthy cash flow, reducing aged debt, and ensuring compliance with internal controls and KRA/eTIMS requirements.\n\n### Key Responsibilities\n\n\n* Prepare, review, and issue accurate sales invoices and credit notes to customers in Zoho Books, ensuring alignment with approved sales orders and delivery notes.\n* Ensure all invoices are eTIMS-compliant and correctly captured in the KRA tax system within the required timelines.\n* Maintain organised digital and physical records of all invoices, delivery notes, purchase orders, and proof-of-delivery documents.\n\n\n* Monitor the accounts receivable ageing report daily and proactively follow up with customers on overdue balances via phone, email, and in-person visits where necessary.\n* Coordinate with the Sales team (GT Sales Manager, Regional Sales Representatives) to resolve customer disputes, pricing discrepancies, and short payments.\n* Prepare weekly collections forecasts and escalate high-risk accounts to the Financial Controller for credit hold or legal action decisions.\n* Track post-dated cheques (PDCs), mobile money payments (M-Pesa), bank transfers, and RTGS receipts, ensuring prompt banking and allocation.\n\n\n* Perform monthly reconciliation of customer accounts (114+ active dealer accounts and key modern trade partners) and share statements with customers for confirmation.\n* Investigate and resolve discrepancies between Zoho Books balances, bank receipts, and customer records in a timely manner.\n* Reconcile intercompany receivables between Kryptonite International Limited (KIL) and Step Up Technologies SEZ Ltd (SUT SEZ) as required.\n\n\n* Enforce the company's credit policy by monitoring customer credit limits, payment terms, and overdue positions before new orders are released.\n* Maintain an updated credit risk register and flag accounts approaching or exceeding approved limits.\n* Support the Financial Controller in preparing the monthly AR credit risk analysis and bad debt provisioning schedules.\n\n\n* Generate weekly and monthly AR reports including ageing summaries, collections performance, DSO (Days Sales Outstanding) tracking, and write-off schedules.\n* Provide data inputs for the Finance dashboard (Zoho Analytics) to support real-time visibility on receivables health.\n* Assist with month-end and year-end closing activities related to receivables, including accruals and provisions.\n\n\n* Liaise with the Warehouse & Logistics team to confirm deliveries and resolve any discrepancies between dispatched and invoiced quantities.\n* Work closely with the Sales team to ensure customer onboarding documentation (KRA PINs, trade licences, credit applications) is complete and filed.\n* Support external audit queries by providing accurate AR schedules, confirmations, and supporting documentation.\n\n### Minimum Qualifications\n* Bachelor's degree or Diploma in Accounting, Finance, Business Administration, or a related field.\n* CPA Part II (minimum) or equivalent professional qualification.\n* At least 2 years of experience in an accounts receivable, credit control, or general accounting role — preferably in FMCG, consumer electronics, or distribution.\n* Zoho Books/Inventory experience is a strong advantage.\n* Proficiency in accounting software.\n* Strong working knowledge of Microsoft Excel (pivot tables, VLOOKUP, data analysis).\n* Familiarity with KRA iTax and eTIMS systems.\n\n### Desired Skills & Attributes\n* Excellent attention to detail and accuracy in data entry and reconciliation.\n* Strong communication and negotiation skills for collections follow-up.\n* Ability to work under pressure and meet tight month-end deadlines.\n* Proactive, self-motivated, and able to work with minimal supervision.\n* Team player with a collaborative approach across Finance, Sales, and Operations.\n* High integrity and commitment to confidentiality of financial information.\n* Experience working with multi-entity or intercompany structures is an added advantage.\n\n### Key Performance Indicators (KPIs)\n* Collections rate vs. monthly target (% of AR collected within terms).\n* Days Sales Outstanding (DSO) — target reduction quarter on quarter.\n* Ageing profile — % of receivables within 0–30 days vs. 60+ days overdue.\n* Invoice accuracy rate — errors, credit notes raised due to billing mistakes.\n* Reconciliation completion — % of customer accounts reconciled monthly.\n* Compliance — zero eTIMS/KRA penalties arising from invoicing errors.