Finance Associate

Position Title: Finance Associate (Odoo Experience Required)
Reports To: Finance Manager or CEO
Employment Type: Fixed Term (1 Year, renewable based on performance)
Location: Nairobi, Kenya

Purpose of the Role

The Finance Associate is responsible for maintaining accurate, timely, and compliant financial records across all business units. The role provides essential support in bookkeeping, reconciliations, payables and receivables, payroll data preparation, and financial reporting. A key requirement for this role is strong hands-on experience with the Odoo ERP system, particularly in accounting, sales, inventory, and finance modules.

Key Responsibilities

1. Bookkeeping and Transaction Recording

• Record daily financial transactions including sales, purchases, expenses, and payments in Odoo
• Perform daily and monthly reconciliations between Odoo sales modules and accounting ledgers
• Maintain and reconcile cash, bank, mobile money, payables, and receivables accounts
• Match M Pesa, bank, and Odoo transactions against sales data for accuracy and completeness
• Maintain proper filing and documentation of all financial records

2. Retail and Operational Finance Support

• Support retail shop and hub finance operations through daily and weekly Odoo based reconciliations
• Confirm that recorded revenue matches physical and mobile money collections
• Reconcile daily sales, expenses, and cash balances with operations and store teams
• Investigate and resolve sales, stock, and payment variances

3. Accounts Payable and Receivable Management

• Process supplier invoices and support timely vendor payments
• Prepare and track customer invoices for B2B clients
• Maintain aging schedules for payables and receivables
• Conduct supplier reconciliations and maintain updated vendor ledgers in Odoo

4. Payroll and Staff Support

• Prepare and verify monthly payroll input including attendance, allowances, and statutory deductions
• Maintain staff financial records with strict confidentiality
• Support employee reimbursement and benefit processing

5. Financial Reporting and Analysis

• Prepare weekly and monthly financial summaries for management
• Generate cash flow reports and basic variance analyses
• Support investor or grant reporting requirements
• Assist in preparing management accounts and audit ready schedules

6. Compliance, Audit, and Documentation

• Ensure all entries are properly supported and compliant with internal controls
• Prepare audit schedules and respond to auditor documentation requests
• Support timely filing of statutory returns including PAYE, NHIF, NSSF, and VAT

7. Process Improvement and Internal Controls

• Work with management to document and improve Standard Operating Procedures
• Identify inefficiencies and propose Odoo based automation and process improvements
• Strengthen internal controls across finance operations

8. Procurement and Vendor Support

• Track supplier invoices, purchase orders, and payments in Odoo
• Ensure procurement approvals follow the company authorization matrix
• Maintain up to date supplier records and coordinate with operations for goods delivery confirmation

Performance Indicators (KPIs)

• Accuracy and timeliness of Odoo based reconciliations
• Reduction in outstanding receivables and improved vendor management
• Timely payroll input preparation and statutory compliance
• Audit ready documentation and control adherence
• Consistency with SOPs and financial workflow processes

Skills and Qualifications

• Diploma or Bachelor's degree in Accounting, Finance, or related field
• Mandatory hands-on experience with Odoo ERP
• Strong understanding of bookkeeping, reconciliations, and financial reporting
• High integrity, attention to detail, and organizational discipline
• Ability to work independently and in cross functional teams
• Strong analytical and communication skills