Accounts Assistant – Payables

At TakaTaka Solutions, We collect your waste like every other waste collector, but, instead of taking it to a landfill, we take it to our own sites, where we sort the waste, and then recycle 95% either ourselves or through our local partners. This represents one of the highest recycling rates in the world.

Accounts Assistant – Payables

Job Description:

• Receive supplier invoices and verify completeness (supplier details, dates, descriptions, tax/WHT where applicable, approvals, and supporting documents).

• Perform basic matching checks (invoice vs PO/quotation vs delivery note/GRN/service confirmation) and escalate gaps for resolution.

• Ensure invoices are posted daily in QuickBooks/ERP to the correct supplier, account, cost center/project, and tax treatment.

• Maintain an invoice control log to ensure no invoices are missed and all are captured within cut-off timelines.

• Update and maintain all relevant payables trackers on a daily/weekly basis, including (where   applicable):

• Invoice Register / AP Tracker (invoice date, due date, amount, department, approval status)

• Payment Tracker (payments requested, approved, paid, payment reference, bank/MPesa)

• AP Aging Tracker (current, 30/60/90+ days, action status)

• Supplier Statement Reconciliation Tracker (reconciled/unreconciled, variances, action owner)

• Budget Tracker (commitments and actuals; link documents)

• Ensure every payment entry in the trackers has relevant support linked/attached (invoice, approval, POP, WHT details, etc.).

• Prepare payment packs for approval (invoice, supporting documents, verification checks, coding, and due date).

• Prepare payment schedules based on due dates, priority, and approved budgets; share with the reporting manager for review.

• Support processing of routine payments (e.g., suppliers, fuel, bike top-ups, airtime, utilities) and ensure proper documentation for each.

• Track payment status and follow up on pending approvals to avoid delays and penalties.

• Support timely petty cash processing upon approval and post petty cash transactions correctly.

• Maintain petty cash reconciliation and ensure receipts/support are filed and complete.