Kelvin Maitethia
Accountant
Meru
Summary
I am a detail-oriented and innovative administrator and finance professional with 5+ years of experience in directing and enhancing administrative procedures and providing full support to ensure the delivery of an excellent customer/beneficiary experience. Skilled in the provision of high-level administrative support and comprehensive knowledge of procurement processes and procedures, accounting and auditing principles, A/P, A/R, payroll, general ledger postings, invoicing, taxation issues, and regulatory compliance guidelines. Adept at developing and delivering monthly, quarterly, and annual financial statements for management within strict deadlines. Keen ability to analyse cost control, providing timely and frequent financial information that supports corporate goals and objectives. Proven ability to build productive relationships with both clients and employees, to identify and implement improvements to streamline processes and increase efficiency and productivity.
Overview
7
7
years of professional experience
Work History
ASSISTANT ACCOUNTANT - FINANCE AND OPERATIONS
KEMRI-WELLCOME TRUST
02.2023 - Current
- GENERAL LEDGER UPDATE Posting of Supplier Invoices, staff advances, journal entries, and grant receipting
- ACCOUNTS PAYABLE Processing of invoices and payments, including Suppliers, Rent, staff accounts, taxis, utilities, mileage, photocopies, etc Correct coding of Invoices to the right GL code and grants
- Ensuring the payments have relevant supporting documents as per requirements before forwarding for approval
- Preparing the payment journals for the GL and Bank to be updated Preparing Supplier reconciliations and balance sheets on monthly basis Maintaining the journal voucher listing Approving payments as and when required ONLINE BANKING Initiate online Payments of all Invoices that are due to Suppliers and Staff on time
- Preparing reconciliation for all Bank accounts and credit cards on time when required Monitoring Bank balances and requesting for top-ups when required
- CASH MANAGEMENT Process Cash office Vouchers and Receipts and any purchase-to-pay journals and recharges Overseeing the daily cash counts, ensuring amount tallies with Cash balances and reporting any deficits or shots Acting as a contact for Cash in Transit (CIT) Services
- STAFF ACCOUNTS Ensure that any staff advances are signed at the time of receipt and posted in respective staff accounts Carry out staff account reconciliations and clearance of balances by initiating payments or sending reminders where applicable
- To process and close Staff Travel Requisitions and travel claims in FMS when required, STORE MANAGEMENT Participating in stock takes and physical verification of assets when required
- OTHER ACCOUNTS AND ADMINISTRATIVE DUTIES Filing of documents and organising for archiving of files and documents Assisting on fixed assets, count, tagging, recording when required
- Saving all necessary documents online in shared folders sequentially as required Retrieval of documents for Audit purposes when required Cover the role of the accountant as required Managing the Kilifi Cash and Bank in KES, USD, EUR and GBP
- Account Reconciliation: Responsible for monthly bank reconciliation, assigned vendor account reconciliations and balance sheet reconciliations
- Monitoring bank accounts and timely updating the cash book with deposits
- Transaction Processing: Review submitted payments requests for suppliers and GL entries checking for correctness all entries and initiating payments online
- Fixed Asset Accounting: Maintaining the fixed asset register and performing monthly fixed asset reconciliations to the general ledger and generating asset movement schedules of plant property and equipment
- Analyzing Capital Working Progress to recognize them as capital additions into the balance sheet
- Performing depreciation of recognized assets by estimating their life value as well as their salvage value then calculate the yearly depreciation expense of each asset
- Grants Management: Preparing monthly and quarterly reports for various grants
- Monitoring expenditures and advising the budget holders
- Preparing Budgets for budget holders
- Adherence to donor guidelines and program policies
- Audit Support: Assist in preparing audit schedules in preparation for the annual audit for fixed assets
- Participate in the internal and external audit in accordance with the audit plan through provision of the required documents
- Assisted with timely month-end closing procedures, resulting in accurate financial reporting.
- Reduced invoice processing time with efficient data entry and verification of accounts payable transactions.
- Contributed to the annual budgeting process by providing accurate forecasts and analysis of expenses.
- Enhanced cash flow management through prompt invoicing and effective accounts receivable follow-up procedures.
- Supported audit preparation efforts by compiling relevant documents and addressing auditor inquiries promptly.
- Collaborated with team members on special projects, leading to improved interdepartmental communication and understanding of accounting processes.
- Maintained up-to-date knowledge of GAAP guidelines, ensuring compliance in all financial reporting tasks.
- Prepared accurate financial statements for management review, aiding in informed decision-making processes.
- Facilitated smooth payroll processing by accurately entering employee data and verifying tax withholdings based on current regulations.
- Developed strong relationships with vendors, fostering an environment of trust and enabling prompt resolution of any billing discrepancies.
- Managed fixed asset records, ensuring proper capitalization and depreciation calculations in accordance with company policy and tax regulations.
- Monitored bank account activity regularly, identifying potential errors or fraudulent transactions for swift resolution.
- Assisted in the implementation of new accounting software, leading to more efficient workflows and reduced manual input errors.
- Provided excellent customer service to both internal departments and external clients while addressing inquiries related to invoices or payments promptly.
- Participated in cross-functional team meetings, providing valuable financial insights to inform strategic decision-making by business leaders.
- Continuously sought professional development opportunities, staying current on industry best practices and applying new knowledge to enhance the effectiveness of accounting processes.
- Maintained detailed financial records of accounts receivable and payable status and bank reconciliations.
- Maintained accurate and complete documentation to facilitate accounting and filing functions.
- Assisted with monthly and quarterly income statements, balance sheets and cash flow reports to inform decision-makers.
- Reviewed general ledger entries and assessed accuracy.
- Monitored status of accounts receivable and payable to facilitate prompt processing.
- Facilitated month-end and year-end closing processed to support accuracy and completeness of financial reports.
- Contributed to annual budget development and quarterly forecasts to support continuous adherence.
- Supervised accounting staff to provide feedback and evaluate progress.
- Provided journal entries and performed accounting on accrual basis.
- Tracked funds, prepared deposits and reconciled accounts.
- Maintained integrity of general ledger and chart of accounts.
- Partnered with auditors to track errors and add contributions to maintain accuracy.
- Diminished outstanding debts by analyzing accounts for issues.
- Kept up-to-date with tax changes and industry trends by participating in professional organizations, opportunities, and networks.
- Reviewed accounts, resolved coding areas, and tracked recurring expenses for accrual entry.
- Improved financial accuracy by conducting thorough account reconciliations and adjusting journal entries.
- Streamlined accounting processes for increased efficiency by implementing new software solutions.
PROGRAM ADMINISTRATOR - FINANCE/HUMAN RESOURCE/ PROCUREMENT/OPERATIONS AND LOGISTICS
SOS CHILDREN’S VILLAGES KENYA
03.2020 - 01.2023
- FINANCE Reviewing and verifying invoices Setting up all location invoices for payments Manage location petty cash Manage/ ensure all request raised are within the budget Prepare Monthly household allowances for 14 family houses Examine the accounting of household, education, and clothing allowances Maintain the assets register and ensure its updated on quarterly basis Ensure all the assets are well maintained and in good condition HUMAN RESOURCE Supervise 6 support staff and security team Maintain staff files at the location and ensure all files are up-to date Manage staff leaves and offs at the location Assist with performance management procedures Schedule meetings, interviews, HR events and maintain agendas Coordinate training sessions and seminars Perform orientations and update records of new staff Produce and submit reports on general HR activity Keep up-to-date with the latest HR trends and best practice PROCUREMENT Advice the procurement committee Source, negotiate, review and prepare contracts and agreements with suppliers Manage supplier relationships Following and enforcing the company's procurement policies and procedures Overseeing and supervising employees and all activities of the purchasing department Preparing plans for the purchase of equipment, services, and supplies Reviewing, comparing, analyzing, and approving products and services to be purchased
- Managing inventories, maintaining accurate purchase, and pricing records Maintaining and updating supplier information such as qualifications, delivery times, product ranges, etc
- Maintaining good supplier relations and negotiating contracts Researching and evaluating prospective suppliers Preparing budgets, cost analyses, and reports Compiling of documentation, issuing of LPOs, and receiving supplies Develop annual procurement plans Maintaining list of prequalified suppliers OPERATIONS AND LOGISTICS Create a safe working environment for employees by putting in place safety measures to prevent accident and complications that may arise during work
- Also ensure the organization is compliant with OSHA best practices Developing efficient driver schedules Managing drivers so they adhere to strict schedules Registering and licensing all vehicles under their management Developing strategies for greater fuel efficiency Maintaining detailed records of vehicle servicing and inspection Scheduling regular vehicle maintenance to ensure operational efficiency Ensuring strict servicing and maintenance times to minimize downtime and maintain schedules
- Streamlined program processes by implementing efficient administrative procedures, resulting in improved workflow and resource allocation.
- Enhanced program visibility through the development of marketing materials, leading to increased participant engagement and enrollment.
- Managed budget allocations effectively, ensuring optimal use of resources and timely delivery of services.
- Facilitated smooth communication between stakeholders by serving as a liaison between departments, promoting collaboration and information sharing.
- Maintained accurate records of program activities, using data-driven analyses to inform future planning and decisionmaking.
- Developed strategic plans for program growth, identifying key areas for expansion and improvement based on industry trends and stakeholder feedback.
- Coordinated events with precision, overseeing logistics, registration, catering arrangements, and other critical details to ensure successful outcomes.
- Provided comprehensive support by managing schedules, preparing reports, processing invoices, and handling correspondence for program administrators.
- Assisted in grant application writing process to secure funding necessary for program operations and enhancements.
- Implemented evaluation tools to measure program effectiveness consistently over time while using assessment findings to make improvements where needed.
- Organized training sessions for staff members involved in the administration of programs to develop their skills further and enhance overall team performance.
- Recruited volunteers to support various aspects of the program''s operation while providing them with guidance and mentorship throughout their service tenure.
- Ensured compliance with applicable regulations by maintaining up-to-date knowledge of relevant laws governing program activities.
- Collaborated with external partners such as vendors or consultants as needed to execute projects efficiently within specified timelines successfully.
- Developed and maintained a comprehensive database of program participants, helping to track progress and ensure appropriate follow-up actions were taken as needed.
- Provided exceptional customer service by addressing inquiries from stakeholders promptly and professionally.
- Created informative reports for senior management, presenting findings on program performance in concise yet thorough manner.
- Mentored junior staff members by sharing knowledge and insights gained through years of experience in the field, fostering a supportive work environment conducive to professional growth.
- Developed and implemented program goals and objectives, establishing specific and measurable outcomes aligned with organization's overall mission.
- Supervised program staff, managing and evaluating performance provide high-quality services to program participants.
- Provided ongoing direction and leadership for program operations.
- Scheduled and supervised staff meetings to discuss new ideas and update participants on program details and milestones.
- Monitored program performance to identify areas for improvement.
- Coordinated budgeting, scheduling and resource allocation to facilitate smooth flow of operations.
- Negotiated program contracts and agreements to obtain cost-effective pricing.
- Cultivated strong relationships with vendors and partners supporting administrative operations.
- Identified opportunities to streamline processes and improve office operations and efficiency.
- Coordinated office events, seminars and meetings for staff and clients.
- Created organized filing system to manage department documents.
- Created reports, presentations and other materials for executive staff.
- Built highly-efficient administrative team through ongoing coaching and professional development opportunities.
- Managed supervisor itinerary and appointments and streamlined scheduling procedures.
- Optimized organizational systems for payment collections, AP/AR, deposits, and recordkeeping.
ACCOUNTANT
KENYA METHODIST UNIVERSITY
02.2018 - 01.2020
- Reconciled accounting records/reports, assisted in the month-end closing process, and researched discrepancies with other departments
- Demonstrated leadership initiative by working closely with senior management on special projects, validating invoices for payments by ensuring approval of payments vouchers with appropriate supporting documentation
- Timely filing monthly tax returns (P.A.Y.E, withholding 6%, 5%, and VAT 16% on the I-tax portal and other statutory returns NSSF& NHIF and posting financial data into the ERP system
- Performed detailed research of newly released tax regulations and documentation work while maintaining friendly and effective relationships with clients and contacting them when additional information was needed
- Provided comprehensive support in reviewing, verifying invoices, and setting invoices up for payments aiding in compliance and efficiency
- Worked closely with other department representatives to maintain a steady awareness of product updates and introductions.
- Increased efficiency by streamlining accounting processes and implementing new financial software.
- Improved financial reporting accuracy through meticulous data analysis and reconciliation efforts.
- Assisted in reducing outstanding accounts receivable balances by diligently following up on overdue invoices.
- Reduced expenses by negotiating with vendors for better pricing and terms on services and supplies.
- Enhanced financial decision-making capabilities by providing timely, accurate information to management through regular performance reports.
- Supported department objectives by participating in cross-functional projects with other departments as needed.
- Developed comprehensive budgets that aligned with company goals while ensuring fiscal responsibility.
- Streamlined month-end closing processes, resulting in reduced time spent on financial reporting tasks.
- Conducted thorough internal audits to identify discrepancies, recommend corrective actions, and ensure adherence to established policies and procedures.
- Collaborated with external auditors during the annual audit process to provide necessary documentation and address any concerns or findings promptly.
- Assisted in the development of financial forecasts based on historical trends and current market conditions, supporting strategic planning initiatives within the organization.
- Provided critical support during system upgrades or conversions by working closely with IT staff to ensure minimal disruption to daily operations.
- Managed cash flow effectively, ensuring all company liabilities were met in a timely manner and surplus funds were invested wisely.
- Maintained accurate records of fixed assets, including acquisition costs, depreciation schedules, and current values for insurance purposes.
- Completed daily cash functions like account tracking, payroll and wage allocations, budgeting, donating, and cash, and banking reconciliations.
- Reconciled accounts and reviewed expense data, net worth, and assets.
- Provided journal entries and performed accounting on accrual basis.
- Tracked funds, prepared deposits and reconciled accounts.
- Trained new employees on accounting principles and company procedures.
- Kept up-to-date with tax changes and industry trends by participating in professional organizations, opportunities, and networks.
DEBT COLLECTOR
SUSTAIN INTERNATIONAL LIMITED
11.2017 - 01.2018
- Diligently provided customer service and maintained integrity with consumers to build rapport and trust when possible
- Utilized strong negotiation and problem-solving skills to assist consumers with paying the debt and planning a course of action to recover outstanding debts to ensure positive cash flow
- Negotiated payoff deadlines or payment plans, arranging payment plans and promises to pay with consumers to cure delinquent debts and pay in full
- Recorded information about the financial status of customers and the status of collection efforts, advising customers of necessary actions and strategies for debt repayment.
- Improved debt recovery rates by implementing effective negotiation strategies and maintaining professionalism in challenging situations.
- Enhanced client relationships by providing regular updates on account status and diligently adhering to communication guidelines.
- Exceeded performance targets for successful debt recoveries, contributing to company''s overall financial stability.
- Collaborated with legal team to prepare documentation for court proceedings, ensuring compliance with regulations and proper representation of the company''s interests.
- Conducted thorough research and investigations into debtor backgrounds, identifying assets and potential leverage points for negotiations.
- Educated debtors about repayment options, enabling them to make informed decisions while preserving positive business relationships.
- Maintained detailed records of all collection activities, ensuring accuracy and timely reporting to management and clients.
- Implemented customized payment plans based on debtor''s financial situation, increasing likelihood of full repayments over time.
- Achieved successful settlements by skillfully negotiating terms agreeable to both parties involved in disputes.
- Provided excellent customer service during difficult conversations, empathizing with debtors while remaining firm on repayment expectations.
- Assisted in training new hires on company policies, procedures, and best practices for effective debt collection techniques.
- Developed rapport with debtors by demonstrating understanding of their situations while clearly outlining available solutions for resolving debts owed.
- Resolved complex cases involving bankruptcy filings or disputed claims by working closely with internal departments and external agencies as needed.
- Acted as a liaison between clients and the legal department, ensuring proper communication and timely resolution of escalated accounts.
- Contributed to team success by consistently meeting or surpassing established performance metrics with professionalism and expertise.
- Worked in call center environment handling manual and automatically dialed outbound calls.
- Resolved customer disputes and disagreements through professional, calm communication to find mutually beneficial solutions.
- Documented customer payment interactions and account statuses for future reference.
- Negotiated payment plans with customers to prevent accounts from entering collections.
- Regularly monitored accounts to identify overdue balances and potential areas of risk.
- Maintained accurate records of customer accounts, payments and payment plans.
- Located customers with overdue accounts and solicited payment in compliance with fair debt collection practices.
- Compiled and analyzed data for review by senior management of loan loss reports to measure portfolio performance.
ADMINISTRATIVE ASSISTANT
BRIGHT GREEN RENEWABLE ENERGY
07.2017 - 11.2017
- Developed and oversaw the implementation of the Company’s scale-up project sponsored by the Massachusetts Institute of technology targeting low-income households in Nairobi (Women)
- Conducted market research and customer survey in Nairobi County, attending company meetings and negotiating with potential clients
- Closed liaison with the C.E.O on all activities to ensure the smooth running of the company and leveraging customer service relations
- Coordinated board and committee meetings, including schedules and information preparation and distribution to maintain the production stock records and packaging materials
- Traced bank deposits and payments, prepared invoices, and collect credit while assisting in the budget preparation for various company projects.
- Enhanced office efficiency by streamlining administrative processes and implementing organizational systems.
- Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
- Boosted team productivity by managing communication channels and ensuring timely responses to inquiries.
- Contributed to cost reduction efforts by identifying opportunities for process improvements and negotiating vendor contracts.
- Facilitated collaboration within the team by organizing regular meetings, maintaining meeting minutes, and tracking project progress.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Managed expense reports for executive staff members, ensuring accurate documentation of spending for budgeting purposes.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
- Optimized calendar management for executives by scheduling appointments strategically while considering priorities and minimizing conflicts.
- Promoted a positive work environment through effective communication skills and fostering professional relationships among colleagues.
- Collaborated on special projects as assigned by leadership, contributing research findings or coordinating event logistics as needed for success.
- Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
- Streamlined invoice processing procedures to ensure timely payment of vendors while minimizing errors in financial records.
- Assisted with human resources tasks such as updating employee files or submitting time-off requests per company policy guidelines.
- Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
- Developed comprehensive reports for management by collecting data from various sources, analyzing trends, and presenting actionable insights.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Restocked supplies and placed purchase orders to maintain adequate stock levels.
- Scheduled office meetings and client appointments for staff teams.
- Created and maintained databases to track and record customer data.
- Executed record filing system to improve document organization and management.
- Received and sorted incoming mail and packages to record, dispatch, or distribute to correct recipient.
- Drafted correspondence and other documents for CEO and department heads in company's voice.
- Managed department budgets and generated financial reports for management review.
- Assisted coworkers and staff members with special tasks on daily basis.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Transcribed and organized information to assist in preparing speeches and presentations.
Education
Bachelor of Commerce Finance Option -
Kenyatta University
01.2017
KENYA CERTIFICATE OF SECONDARY SCHOOL EDUCATION -
Kiriani Boys High School
Meru, Kenya12.2012
Skills
- General ledger Financial Reporting/Analysis Strategic Development Administrative Operations Corporate Finance & Accounting Recruitment & Payroll Forecasting & Projections Cost Management Cash flow Projection Process Improvement Client Relation Record Management Interpersonal Skills Flexibility/Adaptability Teamwork Critical/Analytical Thinking Communication Innovation IT Skills: Proficiency in accounting software (Microsoft 365 Dynamics and ABNO software) and MS Excel, MS Windows OS, Mac OS, ERP systems, Monthly Reports, Budgets and Forecasting, GL Accuracy, Invoicing and Collections, Payment Processing; Accounts Payable and Receivable, Work Prioritisation; Attention to Detail; Bank Reconciliation; Tax Compliance; Account Reconciliation; Variance Analysis; Invoice Coding; Supply Management; Debt Collection; Fixed Asset Management; Audit Management and Audit Support
- Expense Reports
- Invoicing and Collections
- Budget Forecasting
- GL Accuracy
- Data Processing
Accomplishments
- Supervised a team of six staff members.
- Documented and resolved outstanding debts at Sustain International Ltd., which led to increased collection of bad debts.
- Awarded Staff of the Year in 2020 at SOS Children's Village Kenya for outstanding performance and innovative ideas through the COVID-19 pandemic.
- Collaborated with the ABNO software team in the development, implementation, and commissioning of a robust ERP system for Kenya Methodist University.
- Participated in the revision, development, and rollout of new finance and procurement policies at SOS Children's Villages Kenya.
- Streamlined operation procedures and work flow processes at SOS Children's Villages Kenya. leading to better efficiency and improved performance by teams
Affiliations
Institute of Certified Professional Accountants of Kenya (ICPAK)
References
- Raphael Lokeny, Operations Manager, Mercy coprps, +254 0713 478 174
- Joyce Kaaria, CHIEF OFFICER EDUCATION SCIENCE, CULTURE AND ARTS, MERU COUNTY, 0723 454 320, joycekaaria33@gmail.com
- Mr. Franklin Kiome, Senior Management Accountant, Kenya Methodist University, +254 723 92 88 29, Franklinkiome@gmail.com
Training
- Certified Public Accountants (CPA) Part one, KASNEB, 2019
- Other on job training attended – Security, and risk management, crisis communication, child safety and child safeguarding, Results based management, OSH requirement and standards, first aid and fire safety, 2020 to date
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Quote
The way to get started is to quit talking and begin doing.
Walt Disney
Timeline
ASSISTANT ACCOUNTANT - FINANCE AND OPERATIONS
KEMRI-WELLCOME TRUST
02.2023 - Current
PROGRAM ADMINISTRATOR - FINANCE/HUMAN RESOURCE/ PROCUREMENT/OPERATIONS AND LOGISTICS
SOS CHILDREN’S VILLAGES KENYA
03.2020 - 01.2023
ACCOUNTANT
KENYA METHODIST UNIVERSITY
02.2018 - 01.2020
DEBT COLLECTOR
SUSTAIN INTERNATIONAL LIMITED
11.2017 - 01.2018
ADMINISTRATIVE ASSISTANT
BRIGHT GREEN RENEWABLE ENERGY
07.2017 - 11.2017
Bachelor of Commerce Finance Option -
Kenyatta University
KENYA CERTIFICATE OF SECONDARY SCHOOL EDUCATION -
Kiriani Boys High School