Invoice Desk Officer at CIC Insurance

Invoice Desk Officer at CIC Insurance – CIC Insurance Kenya Job Details

About the Role

CIC Insurance is recruiting for an Invoice Desk Officer to join the Administration team in Nairobi on a full-time basis. Reporting to the Administration Manager, this role combines invoice processing with broader administrative support to ensure the organization’s financial and operational workflows function seamlessly. You will serve as the central liaison between vendors and internal stakeholders, managing invoice lifecycles while maintaining compliance with group policies and regulatory requirements.

The Invoice Desk Officer position at CIC Insurance requires someone detail-oriented and organized, capable of handling multiple invoices daily while tracking payments, resolving vendor issues, and supporting office administration. This is an accounting role that demands accuracy, process discipline, and the ability to follow established procedures while identifying inefficiencies and recommending improvements.

Key Responsibilities

• Receive invoices from suppliers and verify completeness against supporting documents including purchase orders, delivery notes, and job cards
• Record incomplete invoices in the tracking system and coordinate amendments with vendors before resubmission
• Process complete invoices for entry into the ERP system and manage the approval workflow across relevant stakeholders
• Scan invoices and all supporting attachments for proper documentation and file management
• Monitor invoice processing timelines against service level agreements and escalate delays appropriately
• Forward processed invoices to the Finance payables department and follow up on payment status until completion
• Maintain the invoice payment tracker with accurate records, payment updates, and remarks on unpaid or outstanding items
• Identify and resolve discrepancies in unmatched invoices and coordinate with Finance to reach closure
• Handle supplier payment queries and investigate payment-related issues with documented resolution
• Maintain centralized vendor data records to ensure accuracy and accessibility for payment processing
• Track and remediate vendor issues, including non-payment situations, and assign corrective actions based on severity
• Prepare weekly payment reports and provide analysis on invoice processing performance
• Coordinate office equipment allocation, tracking, and maintenance of ICT and administrative assets
• Maintain an updated inventory of office equipment and support procurement and onboarding of new assets
• Manage vendor contracts and service level agreements for cleaning, fumigation, courier, and facilities support
• Support records management and archiving systems in line with group policies and regulatory requirements
• Coordinate staff travel logistics, accommodation, and transportation arrangements as needed
• Ensure office supplies and consumables are adequately stocked and monitored for cost efficiency
• Monitor the administration budget to ensure cost-effective service delivery
• Ensure compliance with group policies, procedures, and regulatory requirements with zero high-risk audit findings per reporting period
• Update the risk register monthly and ensure timely closure of all audit and risk issues
• Submit RCSA monthly and BIA annual reports in line with group risk frameworks

Requirements & Qualifications

• Bachelor’s degree in Business Management, Business Administration, or related field
• 0–2 years of relevant experience in accounting, administration, or invoice processing
• Strong proficiency with ERP systems and invoice management workflows
• Demonstrated ability to track multiple invoices simultaneously and manage deadlines
• Excellent attention to detail and accuracy in data entry and document verification
• Ability to communicate effectively with vendors and internal stakeholders across departments
• Understanding of group compliance requirements, audit procedures, and risk management frameworks
• Competence in Microsoft Office applications and document scanning systems

What to Expect

• A structured administrative environment where processes are clearly defined and compliance is measured
• Exposure to end-to-end invoice processing and vendor management within a regulated financial services organization
• Support from the Administration Manager and cross-functional teams including Finance, ICT, and Procurement
• This Invoice Desk Officer at CIC Insurance position in Nairobi is open to qualified candidates. Click Apply below to submit your application.