Accounts Payable Manager at Fairmont Hotels & Resorts

job Description

Reporting to the Finance Manager, responsibilities and essential job functions include but are not limited to the following:

Main Duties

Invoice Processing & Payment Management

• Receive, review, and verify invoices and expense reports for accuracy and compliance with hotel policies.
• Ensure proper authorization and approval of invoices before processing payments.
• Process invoices in the accounting system, ensuring correct coding and cost allocation.
• Schedule and prepare supplier payments (cheques, bank transfers, and mobile payments) in line with agreed payment terms.
• Ensure timely and accurate posting of payments and reconciling any discrepancies.

Vendor & Reconciliation Management

• Maintain an up-to-date database of hotel vendors and suppliers.
• Perform monthly supplier statement reconciliations, resolving discrepancies in coordination with suppliers.
• Monitor aging payables and ensure payments are made on time while optimizing cash flow.
• Handle supplier inquiries and disputes professionally to maintain good business relationships.

Compliance & Taxation

• Ensure compliance with Kenyan tax laws, including VAT, withholding tax (WHT), and other statutory deductions.
• Prepare and submit tax reports and certificates for supplier withholding taxes where applicable.
• Maintain complete and accurate financial documentation in accordance with audit and regulatory requirements.

Expense Control & Reporting

• Assist in preparing monthly accounts payable reports, including accruals and payment forecasts.
• Work closely with the Finance Manager to monitor and control costs related to supplier payments.
• Support audits by providing necessary accounts payable documentation and reconciliations.

Internal Controls & Process Improvement

• Adhere to financial policies and procedures to prevent fraud and financial mismanagement.
• Implement and maintain best practices to improve accounts payable processes and efficiency.
• Collaborate with procurement, receiving, and finance teams to ensure proper matching of purchase orders, invoices, and delivery notes.

Others:

• Assist the Finance Manager in the preparation of any and all reporting and analysis requirements regardless of reporting frequency including daily, weekly, monthly, quarterly, annual and ad-hoc. This includes postings of vouchers.
• Ensure information presented in all reports is accurate and reflective of actual business transactions.
• Provide a summary of the ageing report required by various people in the Accounting and Control Department to prepare monthly reports.
• To understand Accor objectives in managing Account Payable Function so as to provide an effective system to track Accounts Payable for effective Cash Flow management
• To prepare payments and submit them, with their supports attached, for final approval and signatures by the Director of Finance and General Manager.

Qualifications

• To report for duty punctually wearing the correct uniform and name tag.
• To maintain a high standard of personal appearance and hygiene and adhere to the hotel and department appearance standards.
• To provide friendly, courteous and professional service at all times.
• To maintain good working relationships with colleagues and all other departments.
• To read and understand the hotel’s Handbook and to adhere to the hotel’s rules and regulations and in particular, the policies and procedures relating to Fire, Hygiene, Health and Safety.
• To comply with local legislation as required.
• To respond to any changes in the department as dictated by the needs of the hotel.
• To be flexible and extend job duties to carry out any other reasonable duties and responsibilities within the job capability as assigned, including redeployment to alternative departments/areas if required, to meet business demands and guest service needs.
• To attend training and meetings as and when required.