Role Overview

• The Operations Accountant is responsible for the comprehensive management of financial data within the Medical Centres. The role ensures accurate financial records, reconciliations, reporting and compliance with financial policies and controls.
• The role reports operationally to the Lead Operations Accountant, who provides technical guidance, workload coordination, coaching and performance management. While working closely with Branch Managers and the Lead Operations Accountant, the Operations Accountant is expected to exercise independent professional judgment in preparing financial records, reconciliations and reports, and to escalate any material control weaknesses or irregularities in accordance with company policies.

Key Responsibilities

Revenue Reconciliations and Management

• Weekly upload of insurance revenue data into the financial system and monthly upload of cash revenue data to ensure accurate and complete financial reporting.
• Perform daily reconciliation of revenue received through M-Pesa against the EMR system, promptly investigating and resolving any discrepancies.
• Conduct daily reconciliations of debit card and cash collections to ensure the accuracy and completeness of financial records.
• Perform daily reviews of drafts and voids for each branch, investigate unusual transactions, and collaborate with Branch Managers to resolve outstanding items in a timely manner.
• Ensure monthly revenue reconciliation and completeness documentation is finalized, reviewed, and submitted to the Lead  Operations Accountant within the agreed reporting timelines for review and consolidation.
• Ensure all cash collections are deposited into the bank on a timely basis and that deposit slips are submitted to the Treasury Accountant for bank reconciliation.
• Prepare monthly revenue analysis, variance reports, and supporting schedules for review by the Lead Operations Accountant, highlighting key trends, risks, and corrective actions.
• Escalate unresolved revenue discrepancies, control weaknesses, or suspected irregularities to the Lead Operations Accountant for appropriate action .

Petty Cash Management.

• Manage petty cash claims and transactions for the assigned Medical Centres, ensuring completeness, accuracy, and compliance with company policies.
• Post petty cash transactions into the financial system, ensuring all expense claims are supported by complete and appropriate documentation.
• Process petty cash payments in a timely manner to support the smooth day-to-day operations of the branches while adhering to delegated authority limits.
• Perform weekly reconciliations of petty cash accounts and submit reconciliation reports, together with supporting schedules, to the Lead Operations Accountant for review, promptly investigating and resolving any reconciling items.
• Escalate any unreconciled variances, policy breaches, unusual transactions, or suspected fraud to the Lead Operations Accountant while maintaining professional objectivity and independence.
• Identify opportunities to strengthen petty cash controls and recommend process improvements to enhance efficiency, compliance, and accountability.
• Ensure full compliance with company policies, financial procedures, and internal control requirements relating to petty cash management.
• Support the Lead Operations Accountant during periodic reviews, internal audits, and external audits by providing complete, accurate, and audit-ready petty cash documentation.

Financial Controls

• Support the continuous review and enhancement of financial and operational internal controls.
• Identify control weaknesses, financial risks, and process inefficiencies, recommending corrective actions and escalating significant issues to the Lead Operations Accountant.
• Perform regular inventory spot checks under Lead  Ops accountant’s supervision, ensuring timely investigation, documentation, and resolution of inventory variances and irregularities.
• Support the Lead Operations Accountant to Implement and maintain effective financial controls to prevent fraud, errors, financial misstatements while exercising independent professional judgment.
• Review external locum invoices for accuracy, eTIMS compliance, and completeness of supporting documentation, resolving discrepancies with relevant stakeholders before processing.
• Support internal and external audits by preparing timely reconciliations, audit-ready documentation, and responding to audit queries while monitoring implementation of agreed corrective actions.

Reporting

• Monitor and reconcile inventory and fixed asset records, ensuring consistency between physical counts and system records, and prepare inventory reconciliation reports for review by the Lead Operations Accountant.
• Confirm that all branch operating expenses and inventory-related journals, including COGS, stock losses, expiries, and inventory adjustments, are accurately recorded and posted in the financial system.
• Conduct monthly reviews of the branch Profit and Loss (P&L) statement in collaboration with Branch Managers, ensuring reported financial results accurately reflect branch performance.
• Analyze financial and operational variances, investigate underlying causes, recommend corrective actions, and escalate significant issues to the Lead Operations Accountant where appropriate.
• Complete assigned month-end close activities, including balance sheet and revenue account reconciliations, ensuring all reconciliations are accurate, fully supported, and completed within reporting deadlines before review by the Lead Operations Accountant.
• Prepare and distribute accurate, timely, and insightful financial and branch performance reports, effectively communicating financial information to both finance and non-finance stakeholders.

Culture and Teamwork

• Encourage and actively participate in cross-functional collaboration and knowledge-sharing initiatives to enhance teamwork and collective success across the organization.
• Act as the key liaison between the branch and head office for financial and operation matters.
• Maintain clear and effective communication channels with branch staff, and build a good working relationship with the Branch Managers.
• collaborative and be committed to the success of the entire team.
• Handle conflicts and feedback constructively, fostering a culture of open dialogue and cooperation within the Penda team.

Qualifications & Skills

• Bachelor’s degree in Business Administration, Finance, Accounting, or a relevant field
• ACCA /CPA 11  with more than three years’ experience in accounting, preferably in a branch or similar role. Hospital background will be an added advantage
• Proven experience in financial reporting, cost management, and revenue reconciliation and petty cash management.
• Proficiency in accounting software (e.g., QuickBooks,Xero, SAP, or similar ERP systems)
• Strong understanding of P&L reporting, financial regulations, and internal controls.
• Exemplifies high standards of integrity, ethics, and confidentiality.
• Demonstrates the ability to deliver high-quality work with precision, efficiency, and punctuality.