Accounts Assistant Job in Kenya

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Accounts Assistant Job in Kenya

Senior Accounts Assistant

Job Purpose

The job holder is responsible for implementing and adhering to policies while assisting in preparation of annual report and financial statements, preparation of payments & journal vouchers, preparation of schedules for various periodic financial reports, supporting audit coordination, handling short term financial placements, updating and maintaining of fixed assets registers , updating and maintaining short term placement register , update and maintenance of debtors and creditor ledgers, update and filing tax returns and other statutory financial obligations, processing petty cash and imprest to help achieve the institutional objectives.

Key Responsibilities/ Duties / Tasks

Managerial / Supervisory Responsibilities


Operational Responsibilities / Tasks

  • Receiving and processing duly approved invoices to enhance customer service;
  • Preparing payment vouchers in a timely manner to ensure adherence to the Turn Around Time as stipulated in the Interdepartmental Service Level Agreements (SLA);

  • Ensuring proper and detailed narration is given for all payments to ensure clarity of purpose;
  • Updating ledgers to ensure accurate financial record keeping;
  • Scrutinizing invoices and LPOs to ensure compliance with set regulations;
  • Writing cheques, forward for approval, record for dispatch to enhance accountability;
  • Uploading approved payments into bank systems to enable signatories to authorize for release to payees
  • Posting payments, journals and receipt vouchers in the various sub-ledgers to ensure that the general ledger is up to date;
  • Preparing journal vouchers to ensure corrections and appropriate postings in the ledgers
  • Updating and filing tax returns and other statutory financial obligations to ensure compliance with the law
  • Processing of petty cash advance in a timely manner to ensure adherence Turn Around Time as stipulated in the Interdepartmental Service Level Agreements;
  • Filing the Fund’s accountable documents to help protect from mishandling and keep for future reference;
  • Tracking payments and ensuring accuracy of paid accounts to ensure no documents are misplace or unpaid;
  • Utilizing spreadsheets and database tools to assist in financial record keeping;
  • Carrying out variance analysis on financial data to provide reports for decision making;
  • Preparing timely and accurate Quarterly and Annual Report and Financial Statements to reflect the true and fair position of the institution;
  • Drafting responses to Audit recommendations to provide actions to take to correct the findings;
  • Updating and maintaining of fixed assets registers to ensure accountability of assets;
  • Updating and maintaining short term placement register to ensure proper record keeping;
  • Preparing timely and accurate monthly bank reconciliation reports to ensure accuracy of transactions;
  • Proposing risk management strategies that relate to the section to update the risk register to help identify what needs to be done to prevent future incidences; and
  • Adhering to laid down accounting controls procedures and processes to ensure consistency in the day-to-day operational activities.

Job Dimensions:

Financial Responsibility

  •  Performs bank reconciliations with transactions of over Ksh.19 Billion;
  • Preparation of payments & journals with transactions of over Ksh.19 Billion;
  • Uploading payments in to bank system with transactions of over Ksh.19 Billion; and
  • Responsible for assisting in preparation of budget;

Responsibility for Physical Assets

Responsible for physical assets assigned by the institution worth over Kshs.100,000/

Problem Solving

The job holder will be required to solve the following type of problems N/A


The job holder will need to understand the following information to discharge his/her mandate:

  • Detailed verbal and written instructions or requests from the supervisor;
  • Internal policies and manuals on the administration of the accounts department.

Job Competencies (Knowledge, Experience and Attributes / Skills).

Academic qualifications

Higher Diploma in Accounting or any other related disciplines.

Professional Qualifications / Membership to professional bodies

CPA III/ACCA II or an equivalent accounting qualification from a recognized institution.

Previous relevant work experience required.

At least 4 years’ experience in a finance/accounting role.

Functional Skills, Behavioral Competencies/Attributes:

Functional Skills

  • IT Proficiency
  • Supervisory
  • Analytical skills
  • Communication

Behavioral /Competency skills

  • Interpersonal
  • Team player
  • Attention to details
  • Reliable & Dependable
  • Fulfil the requirements of Chapter Six (6) of the Kenyan Constitution 2010

How to Apply

Please note that the following Clearances will ONLY be required from successful candidates on offer of job and not at application stage;

  • Clearance from Directorate of Criminal Investigations (Good Conduct Certificate);
  •  Clearance from Ethics and Anti-corruption Commission;
  •  Clearance from Kenya Revenue Authority (Tax Compliance Certificate);
  •  Clearance from Higher Educations Loans Board (HELB);

Interested candidates are hereby called upon to apply in confidence to the address below via Post Office or Hand delivery or via the email ( latest 21st February 2023 at 5.00 PM East African time (EAT). Enclosing cover letter, CV with full details of education background, professional qualifications and relevant experience together with copies of testimonials, academic certificates and National Identity card.





P.O BOX 28237 – 00100


The Universities Fund is an equal opportunity employer and encourages all qualified persons in-cluding the Youth, Women, Persons with Disability and Persons from Minority groups to apply. Only successful candidates shall be contacted for interviews and canvassing will lead to automatic disqualification.

The Universities Fund does NOT charge any fee at any stage of recruitment.

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