Justina Mbaika Matata

Accounts Payable:
Timely matching of all supplier invoices using Unit4 ERP.
Check documentation for completeness, accuracy, and approvals per policy before inputting into Unit4 ERP.
Input supplier invoices into Unit4 ERP, ensuring adherence to the system's protocols.
Reconcile goods and other services supplier ledger balances to supplier statements within Unit4 ERP.
Maintain an updated register within Unit4 ERP to track the movement of all received invoices until paid and filed.
Analyze outstanding supplier commitments using Unit4 ERP and generate a withheld invoices report for review.
Prepare and circulate a monthly report of all supplier payments made using Unit4 ERP.
Review supplier accounts bi-annually within Unit4 ERP and recommend deactivation of inactive accounts.
Reconcile and clear prepayments on time using Unit4 ERP.
Accounts Receivable:
Prepare monthly aging schedules and reconciliations for all accounts using Unit4 ERP.
Make relevant recommendations based on the aging schedules generated from Unit4 ERP.
Carry out the monthly allocation of accounts within Unit4 ERP and ensure relevant adjustment journals are passed.
Follow up with customers for payment of debts when due, utilizing Unit4 ERP for tracking and communication.
Internal Billing and Space Distribution:
Vouch internal billing documents for completeness and accuracy, resolving irregularities with concerned Service Units within Unit4 ERP.
Assign appropriate codes and journalize transactions using Unit4 ERP.
Follow up on the timely receipt of accounting returns from Units to ensure recharges are processed in their respective months within Unit4 ERP.
Update space distribution master data based on information obtained from the engineering and facilities unit using Unit4 ERP.
Journalize transactions for posting within Unit4 ERP based on the updated office space list.
VAT Exemption Application:
Utilize IPMIS (or any applicable software) to facilitate the application for VAT exemption for eligible transactions.
Ensure accurate and timely submission of VAT exemption applications using IPMIS.
Collaborate with relevant stakeholders to gather and input necessary information into IPMIS for VAT exemption processing.
General Responsibilities:
Ensure proper filing of all documentation in both physical and soft copy forms, including within Unit4 ERP and IPMIS.
Provide additional support on demand to the clients of the unit, leveraging Unit4 ERP and IPMIS functionalities.
Train the alternate position in all aspects of the job, including the effective use of Unit4 ERP and IPMIS for continuity.
Assist other unit members in learning and excelling in their work, providing guidance on software applications.
Collaborate and contribute to tasks related to other units within finance, utilizing relevant software tools when necessary.

• Organised and implemented sales and marketing strategy across Nairobi territory.
• Received excellent customer service feedback with clients noting high degree of proficiency in product knowledge and prompt correspondence.
• Used exceptional organisational and time management skills to coordinate sales processing and product delivery.
• Contributed to increased sales across departments, connecting existing clients with colleagues and cross-selling product range.
• Delivered comprehensive product demonstrations to clients both face-to-face and via Zoom.
• Utilised expert negotiation and rapport building skills to leverage relationships and increase sales.
• Conducted robust competitor analysis of sales channels and product features.
• Secured new clients through targeted prospecting and networking.
• Executed complete sales cycle process, from prospecting through to contract negotiations and closing.
• Demonstrated products to show potential buyers benefits and advantages and encourage purchases.
• Shared comprehensive brand and product knowledge to maximise sales.
• Liaised with potential customers to determine needs and provide recommendations.
• Determined prospect needs and crafted appropriate responses to provide information on suitable products and services.
• Registered information and details of customer on database and submitted proper documents for sale to preserve accurate records.
• Participated in sales training and workshops to amplify skills and leverage productivity.
• Attended industry networking events, trade shows and connected in social media sites to incur prospective clients.
• Maintained comprehensive brand and product knowledge to maximise sales opportunities and meet set targets.
• Researched new products, market trends and technology to stay abreast with latest updates.
• Oversaw contract negotiations and closings to manage complete sales cycle process.

• Accurately performed daily cash functions, including A/P and A/R tracking, budgeting, payroll transactions, expense management and various reconciliations.
• Prepared quarterly tax returns and reviewed submitted documentation with auditors.
• Generated quarterly financial reports to detail company revenues and expenses.
• Maintained robust financial records for business for regulatory reporting and taxation.
• Posted accounts receivable payments made by cash, cheque or credit card payments.
• Coordinated month-end closing processes to ensure completion ahead of aggressive deadlines.
• Reconciled bank accounts and credit card statements to address financial expenditures.
• Completed scheduled audits to uncover and resolve financial discrepancies or budget overages.
• Supported reconciliations between local and regulatory reporting and resolved discrepancies within established timeframes.
• Produced regular reports, regulatory returns and reconciliations, informing stakeholders of critical financial data.
• Communicated with internal and external auditors to coordinate scheduled audits and compliance reviews.
• Built and maintained courteous and effective working relationships.
• Prepared orders to deliver excellent presentation and quality standards.

• Implemented and monitored personal development plans, collating individual training needs for maximum employee support.
• Investigated and resolved employee relations issues, maintaining strict confidentiality and impartiality throughout.
• Maintained relevant documentation, ensuring contractual documents and templates were up-to-date and in line with relevant legislation.
• Coordinated and delivered inductions and onboarding procedures, providing welcoming environment for new employees.
• Conducted disciplinary, grievance and absence management, maintaining positive relationships with employees throughout.
• Produced and maintained organisation charts and management information, guaranteeing accuracy.
• Compiled and updated employee files in electronic and paper formats to maintain accurate records.
• Organised employee appraisal reviews to discuss performance with managers and assess compensation.
• Provided support to employees with various HR-related issues and liaised with heads of department to find resolutions.
• Spearheaded company's talent acquisition and recruitment processes.
• Stayed abreast with HR trends to apply best practices and quality standards.
• Coordinated with department managers to identify and facilitate workforce needs.
• Communicated with vendors and administrators to address queries and concerns and support internal and external requests.

• Prepared quarterly tax returns and reviewed submitted documentation with auditors.
• Posted accounts receivable payments made by cash, cheque or credit card payments.
• Accurately performed daily cash functions, including A/P and A/R tracking, budgeting, payroll transactions, expense management and various reconciliations.
• Generated quarterly financial reports to detail company revenues and expenses.
• Coordinated month-end closing processes to ensure completion ahead of aggressive deadlines.
• Maintained robust financial records for business for regulatory reporting and taxation.
• Supported reconciliations between local and regulatory reporting and resolved discrepancies within established timeframes.
• Communicated with internal and external auditors to coordinate scheduled audits and compliance reviews.
• Used QuickBooks accounting software to perform book-keeping, invoicing and bank reconciliations.
• Mentored junior staff members with constructive feedback and actionable steps for performance improvement.
• Drafted periodic profit and loss reports to analyse trends and project future changes.
• Kept internal financial controls aligned with Generally Accepted Accounting Principles (GAAP) and International Financial Reporting Standards (IFRS).
• Compiled financial information, figures and forecasts for budgetary decision-making.

• Preparation of vouchers, warrants/imprests
• Voucher and imprest numbering system
• Examination of financial documents and vouchers
• Voucher library storing techniques
• Bank reconciliation
• Clearance of employees' salaries
• Entry of data in the cashbook
• Balancing of the cashbook.