Accounts & Administration Officer

Hippos Auto Spa is looking for a well-organised, detail-oriented and dependable Accounts & Administration Officer to manage the company's day-to-day accounting activities and office administration.

The successful candidate will be responsible for maintaining accurate financial records, preparing regular financial reports, coordinating payroll and statutory compliance, and ensuring that routine administrative tasks are handled efficiently. We are looking for someone who takes ownership of their work, follows through on commitments and can operate independently with minimal supervision.

1. Accounting and Financial Management

• Maintain accurate and up-to-date accounting records and ledgers.
  

• Record and reconcile daily receipts, payments, bank accounts and mobile-money transactions.
  

• Manage customer invoicing, accounts receivable and supplier accounts payable.
  

• Monitor outstanding customer balances and follow up on overdue payments.
  

• Maintain petty cash records and ensure all transactions have appropriate supporting documentation.
  

• Prepare monthly management accounts, income and expense summaries, and cash-flow reports.
  

• Support budgeting, expense monitoring and financial planning.
  

2. Payroll and Statutory Compliance

• Coordinate monthly payroll preparation and maintain payroll records.
  

• Prepare and track statutory deductions, tax filings and remittances, including applicable PAYE, NSSF, SHIF and Affordable Housing Levy obligations.
  

• Maintain a compliance calendar and ensure deadlines are met.
  

• Keep financial and payroll records organised and ready for review.
  

3. Office Administration

• Maintain staff records, attendance records and other administrative documentation.
  

• Coordinate office supplies, procurement records and routine service providers.
  

• Maintain organised filing systems for financial, operational and administrative documents.
  

• Support management with correspondence, meetings and general office coordination.
  

• Track pending administrative tasks and ensure timely follow-up.
  

4. Internal Controls and Reporting

• Ensure payments and expenses follow established approval procedures.
  

• Investigate discrepancies and escalate unusual transactions or financial risks.
  

• Maintain proper documentation for purchases, supplier payments and customer receipts.
  

• Identify gaps in existing processes and recommend practical improvements.
  

• Provide management with timely updates on financial and administrative matters.
  

• Diploma or degree in Accounting, Finance or a related field.
  

• CPA(K) qualification, at least Part II, or progress toward completion is preferred.
  

• Approximately 3–5 years of relevant accounting experience, preferably in a small or medium-sized business.
  

• Practical experience in bookkeeping, bank reconciliations, accounts payable and receivable, and financial reporting.
  

• Working knowledge of Kenyan payroll processes and statutory compliance requirements.
  

• Proficiency in Microsoft Excel and experience using accounting software.
  

• Strong organisational skills and attention to detail.
  

The ideal candidate will be:

• Honest, discreet and trustworthy when handling confidential financial information.
  

• Accurate and methodical in maintaining financial records.
  

• Proactive, organised and able to manage competing priorities.
  

• Comfortable following up on outstanding tasks without constant supervision.
  

• A clear communicator with sound judgment and problem-solving skills.
  

• Accountable and committed to meeting deadlines.
  

• An opportunity to take ownership of an important finance and administration function.
  

• A practical, hands-on working environment.
  

• A competitive salary based on qualifications and demonstrated experience.
  

• The opportunity to improve financial and administrative processes as the business grows.