Associate, Accounts Payable (Urgent)

Location:      Head Office Department:       Finance Reports To:     Country Finance Manager About Kifiya:     Kifiya is an AI-powered ecosystem technology company specializing in intelligent data-driven decisioning, financial services, digital agriculture, and smart mobility infrastructure solutions. For over a decade, we have built robust technological infrastructures and implemented transformative initiatives that address market failures. We empower MSMEs, smallholder farmers, and low- to middle-income consumers by providing access to financial services and markets. Kifiya is scaling its technology infrastructure to create a more inclusive and sustainable future in Africa. Over the past 14 years, Kifiya has grown from a startup into a leader in digital financial services and AI-driven technology, showcasing the power of data and innovation to drive meaningful change. Business Unit Description     The Associate, Accounts Payable is responsible for the end-to-end management of the accounts payable cycle, ensuring accurate, timely, and compliant processing of supplier invoices, employee expense claims, and vendor payments. The role plays a critical control function in safeguarding Kifiya’s cash flow, enforcing internal controls, maintaining strong vendor relationships, and ensuring compliance with IFRS, partner requirements, internal policies, and local tax regulations. In addition to core accounts payable responsibilities, the role supports fixed asset accounting, accruals, month-end and year-end close activities, and internal and external audits. The position is expected to drive process discipline, continuous improvement, and effective use of ERP systems (Microsoft Dynamics 365). Position Summary     The Associate, Accounts Payable is responsible for the end-to-end management of the accounts payable cycle, ensuring accurate, timely, and compliant processing of supplier invoices, employee expense claims, and vendor payments. The role plays a critical control function in safeguarding Kifiya’s cash flow, enforcing internal controls, maintaining strong vendor relationships, and ensuring compliance with IFRS, partner requirements, internal policies, and local tax regulations. In addition to core accounts payable responsibilities, the role supports fixed asset accounting, accruals, month-end and year-end close activities, and internal and external audits. The position is expected to drive process discipline, continuous improvement, and effective use of ERP systems (Microsoft Dynamics 365). Key Responsibilities     Accounts Payable Operations •    Manage the full accounts payable lifecycle from invoice receipt to payment and reconciliation. •    Validate supplier invoices against approved purchase orders, goods receipt notes, contracts, and supporting documentation. •    Verify invoice accuracy including pricing, quantities, VAT, withholding tax, and contractual terms. •    Post invoices in Microsoft Dynamics 365 using correct general ledger codes, cost centers, projects, donor codes, and budget lines. •    Prepare and process vendor payments through approved channels including bank transfers, checks, and mobile payments, in line with approved payment runs and credit terms. •    Maintain accurate and up-to-date accounts payable aging schedules and ensure timely settlement of liabilities. Reconciliations and Controls •    Reconcile supplier statements against internal ledgers and resolve discrepancies promptly. •    Track advances and prepayments to suppliers and employees and ensure timely clearance and proper accounting. •    Prepare and post accruals for unpaid invoices, utilities, and recurring obligations during month-end close. •    Ensure strict adherence to segregation of duties, approval hierarchies, and internal control frameworks. •    Maintain complete, organized, and audit-ready documentation for all accounts payable transactions. Asset Management and Controls •    Maintain and regularly update the fixed asset register in the ERP system. •    Record asset acquisitions, transfers, disposals, and impairments in compliance with IFRS. •    Ensure correct capitalization, classification, and useful life assignment of assets. •    Calculate and post monthly depreciation and amortization entries by Day plus three of the following month. •    Coordinate periodic physical verification of assets with Operations, IT, and Administration teams. •    Ensure asset tagging, insurance coverage, and safekeeping protocols are followed. •    Prepare fixed asset schedules and reconciliations for month-end close and audits Closing and Reporting •    Prepare accounts payable schedules and reconciliations for monthly, quarterly, and annual financial closing. •    Support preparation of management reports related to payables, cash flow forecasting, and vendor obligations. •    Provide timely and accurate AP reports to the Finance Manager in line with agreed reporting calendars. Compliance and Audit Support •    Ensure compliance with IFRS, local tax laws, donor requirements, and internal financial policies. •    Support internal and external audits by providing documentation, explanations, and reconciliations related to accounts payable and fixed assets. •    Ensure zero tolerance for compliance breaches, tax penalties, or audit findings related to AP processes. Systems and Process Improvement •    Actively use and support optimization of Microsoft Dynamics 365 AP modules and workflows. •    Identify process gaps, automation opportunities, and control improvements within the AP function. •    Support master data integrity for vendors, including accurate setup and periodic reviews. •    Contribute to continuous improvement initiatives aimed at improving efficiency, accuracy, and transparency of finance operations. Key Outputs     •    Invoice Processing Timeliness: At least 95 percent of valid invoices processed within three working days. •    Payment Timeliness: At least 98 percent of vendor payments executed on or before agreed due dates. •    Reconciliation Accuracy: Zero unreconciled accounts payable balances older than 30 days. •    Reporting Discipline: •    Weekly accounts payable report submitted to the Finance Manager every Monday. •    Vendor payment preparation completed every Thursday for Friday payment release. •    Dispute Resolution: At least 90 percent of vendor queries resolved within seven business days. •    Compliance: Zero audit findings, control breaches, or tax penalties related to accounts payable.