Millicent Kinuthia

Certified Public Accountant (CPA, Kenya) and office administrator with 8+ years of experience in accounts payable, accounts receivable, payroll, bank reconciliations, month-end close, financial reporting, and statutory compliance across manufacturing, décor, and professional services. Reduced financial discrepancies by an estimated 30%+, maintained zero tax penalties for 6+ years, and delivered audit-ready records under tight deadlines. Proficient in QuickBooks (Desktop and Online), Odoo ERP, and advanced Excel (PivotTables, VLOOKUP, macros).

Familiar with US GAAP and IFRS for SMEs. Pairs accounting expertise with strong office administration skills: document control, vendor coordination, procurement, management support, scheduling, and confidential record-keeping. Self-directed and experienced in remote work, with structured daily reporting, clear written English, and availability to overlap with US Eastern hours.

Available to start within one week.

Accountant & Office Administrator at Marvel Paints Ltd (2019-09 – Present)

Lead accountant for a mid-sized manufacturing and distribution company, responsible for the full finance function plus the administrative coordination that keeps the finance office running, with significant autonomy.

• Reduced financial discrepancies by an estimated 30%+ by redesigning the monthly bank and vendor reconciliation workflow and introducing three-way matching of invoices, purchase orders, and delivery notes.
• Maintained a 100% statutory compliance record with zero KRA penalties over 6+ years through accurate, on-time payroll tax and social contribution filings every month.
• Cut accounts payable processing time by introducing an invoice-tracking register and payment calendar, reducing late payments and strengthening vendor relationships.
• Built a petty cash reconciliation framework that eliminated unaccounted cash variances and improved control over day-to-day spending.
• Delivered daily, weekly, and monthly financial snapshots to senior management, enabling proactive budget decisions and early detection of cost overruns.
• Supported two internal audits by preparing audit files, schedules, and reconciliations; both concluded with no material findings.
• Set up a standardized digital filing structure and a compliance calendar for statutory, contract, and payment deadlines, giving management quick access to records and keeping every filing on time.
• Process and verify 50–100+ vendor invoices monthly with correct coding, approval workflow, and matching against purchase orders (LPOs) and goods received notes (GRNs); maintain the AP ledger and produce a weekly aged payables report.
• Manage customer invoicing and collections, produce monthly AR aging reports (debtors), and keep days outstanding within target.
• Prepare end-to-end monthly payroll (salary, allowances, overtime, leave pay, loans, advances); compute and file PAYE, NHIF, NSSF, and NITA on time; issue annual P9 forms and submit returns through KRA iTax.
• Perform monthly reconciliations across multiple bank accounts, resolve all unreconciled items within the period, and manage the petty cash and imprest fund.
• Prepare month-end close entries and monthly management accounts (P&L, balance sheet, cash flow) for the Finance Manager and Directors; assist with the annual budget and monthly budget-vs-actual variance analysis.
• Maintain the fixed asset register, depreciation, and monthly journals for accruals, prepayments, and provisions.
• Maintain organized digital and physical filing for invoices, vendor contracts, payroll records, statutory certificates, and audit documentation.
• Coordinate with vendors, banks, KRA, auditors, and internal departments: correspondence, follow-ups, and scheduling of deliverables.
• Prepare reports, memos, and business correspondence for management; coordinate finance meetings and follow up on action items.
• Track contract, license, and statutory renewal dates and payment deadlines so nothing lapses.
• Support HR administration: staff contracts, leave records, employee files, and onboarding and exit documentation for payroll; oversee procurement paperwork and approval records.

Accountant & Office Administrator at Décor Dura E.A Ltd (2016-05 – 2018-11)

Dual role combining full-cycle accounting with office administration at a small business, managing competing priorities independently.

• Overhauled vendor reconciliation with monthly statement-matching schedules, improving account accuracy and reducing disputed payments.
• Designed a purchase approval and payment authorization workflow that reduced unauthorized spending and improved audit readiness.
• Reduced days payable outstanding through consistent payment follow-up and proactive vendor communication, strengthening the company's credit standing.
• Saved approximately 3–4 hours per week by digitizing documents and redesigning the filing system.
• Introduced standardized templates for letters, payment vouchers, and request forms, speeding up routine paperwork and improving consistency.
• Set up a contract and service-provider renewal tracker to prevent lapses in key agreements.
• Improved office supply procurement by comparing vendor quotes and monitoring stock levels, keeping the office supplied while controlling administrative spend.
• Managed end-to-end bookkeeping: journals, general ledger, monthly trial balances, and financial statements.
• Processed vendor payments, petty cash reimbursements, and expense claims with proper documentation and approval; performed monthly bank reconciliations and produced AP and AR schedules.
• Handled all statutory filings (VAT, PAYE, NHIF, NSSF) and payroll for all staff, ensuring on-time submission.
• Maintained the fixed asset register and supported annual audit preparation with schedules, reconciliations, and supporting documents.
• Supported senior management: coordinated meetings and diaries, took minutes, drafted letters, and handled confidential correspondence.
• Managed vendor correspondence, office supply procurement, and contracts with external service providers.
• Maintained physical and digital filing for financial records, contracts, HR files, and compliance documents.
• Handled front-office coordination (calls, visitors, couriers), staff attendance and leave records, new-hire documentation, and office inventory and asset records; liaised with landlords and service providers on maintenance and utilities.

Audit Clerk Intern at Gichohi Irungu & Company (CPA K) (2015-10 – 2016-04)

Supported senior CPAs on audit engagements, financial statement preparation, and tax compliance for SME clients.

• Assisted in audit planning: audit programs, risk assessments, and client documentation checklists under CPA supervision.
• Prepared draft financial statements (P&L, balance sheet, cash flow) for SME clients in retail, agriculture, and services.
• Filed VAT and income tax returns via KRA iTax for multiple clients, accurately and on time.
• Reviewed ledgers, bank statements, and supporting documents during fieldwork, flagging inconsistencies for senior review; prepared working papers and reconciliations.
• Coordinated client document requests and organized audit files so engagement records were complete, indexed, and easy to review.
• Built a foundation in GAAP, audit standards, and professional ethics.

Certified Public Accountant (CPA, Kenya) — Section 6 in Accounting – Nairobi Institute of Business Studies (2015)

Accounting Technicians Certificate (ATC) Level 2 in Accounting – Alpha Institute of Accounting (2012)

Computer & Accounting Competency Certificate in Accounting & Computing – Jomo Kenyatta University of Agriculture and Technology (JKUAT) (2011)

Kenya Certificate of Secondary Education (KCSE) – Secondary School, Kenya (2009)