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Finance and Administration Assistant Job in Kenya

Position: Finance and Administration Assistant

An international organisation with an office in Nairobi which supports workers issues in the transport industry in Africa has a vacancy for a Finance and Administration assistant.

The job holder will provide full financial and administrative support to the Nairobi regional office by reviewing, evaluating and maintaining all internal financial and administrative control systems and procedures including those relating to the premises to ensure that agreed management policies are being complied with, assets are safeguarded, information is maintained in a secure and accurate manner and all legal requirements are discharged.

Applications are sought from experienced candidates to fill this position. The assignment is open to East Africans legally resident in Kenya and authorised to work.

Key responsibilities:

  • Review, evaluate and monitor internal office procedures and supporting documentation including those relating to the premises to ensure that they provide an effective control system and to identify any weaknesses
  • Assist in the planning and budgeting process, monitoring and reporting to ensure accurate accounting records are maintained at all times.
  • Undertake audits and compliance testing to ensure that all procedures and those relating to the premises are operating effectively with appropriate controls and recommend changes where necessary
  • Provide information and assistance to all employees in the Nairobi Office to enable them to comply with all financial, statutory and administrative requirements including health and safety issues
  • Monitor the financial and administrative information systems to ensure that timely and accurate information is provided for managerial decision making both in the Nairobi Office and the ITF headquarters in London
  • Review, evaluate, arrange to implement as required and monitor all procedures, processes and documentation relating to the facilities management of the Nairobi Office including health and safety
  • Prepare statistical returns and financial analysis as required in support of operational activities
  • Monitor and apply personnel policies and procedures as directed by the Regional Secretary
  • Arrange the payment of all employee salaries through the Nairobi payroll system
  • Administer all statutory and occupational sick pay, statutory maternity pay and other statutory schemes that require compliance
  • Maintain all necessary payroll records required to comply with statutory regulations and reporting and for effective management of the payroll
  • Assist in the administration of the Provident Fund Scheme ensuring all necessary monthly payments are made both for employer and employee contributions and that all documentation is provided to the Bank on an employee joining and leaving the Nairobi Office
  • Maintain records of expenses incurred by employees and arrange for authorisation and reimbursement
  • Maintain comprehensive financial and administrative records of all education events organised through the Nairobi Office. Assist in the planning of education events and monitoring of all contractual obligations entered into with providers for such events to ensure the ITF is protected at all times. Undertake the booking of travel arrangements and hotel bookings for all attendees and prepare financial accounts and assist in reporting on each event
  • Provide petty cash on request and maintain a record of all payments made
  • Undertake any other task reasonably assigned by the regional secretary
Person Specification:
  • Qualification to accounting technician standard
  • General accountancy experience
  • General Human Resources experience with a sound knowledge of Kenyan labour laws
  • Sound communication skills in both oral and written English. Knowledge of French is an added advantage
  • A good understanding and experience of payroll procedures
  • A good understanding and experience of facilities management
  • IT literate including Word, PowerPoint and Excel (advanced)
  • Strong analytical skills
  • Excellent attention to detail and accuracy
  • Flexibility with strong team skills and some experience of leading others
  • Ability to exercise a high level of discretion, diplomacy, judgement and initiative
  • Commitment to social justice
Terms of Employment:
  • A permanent job with 3 to 6 months probationary period
  • An attractive negotiable package with substantial pension and long service awards
How to apply:

Qualified applicants should send a detailed resume indicating current and previous positions, remuneration, and three referees to the Africa regional secretary, International Transport Workers’ Federation (ITF) on the e-mail: nairobirs@itf.org.uk


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