Finance and Admin Assistant Job in Kenya

Job Summary

Under the supervision of the Finance Controller, the Finance and Admin Assistant will ensure that all administrative and financial functions in the Program regional office are completed effectively and in a timely manner, including accounting, payment and banking, payroll, budgeting, financial reporting and grant financial management and compliance. The Finance and Admin Assistant will ensure compliance with donor regulations as well as Mission inclusion internal policies and procedures and provides support to the program management teams as required.

The Finance and Admin Assistant role involves working on monthly management accounts, cashflows, annual budget planning and quarterly forecasting. She/he will assist the Finance Controller preparing periodical reports for the donors.

The role is responsible for the preparation and production of financial statements, including all supporting schedules and reconciliations. This requires a sound understanding of donor accounting regulations.

Finance and Admin Assistant’s reporting extends to other ad hoc requirements, such as preparing documentation to support due diligence enquiries from financial and governmental institutions.

The role is also responsible for promoting and upholding a commitment to the efficient use of Mission inclusion and donor resources. It involves ensuring compliance with donor’s requirements and regulations, including financial tracking and oversight of partner budgets, finance, administration, and reporting.

Roles And Key Responsibilities

Financial & Accounting:

Assist the Finance Controller in the execution of admin tasks regarding Program and office management.

Monitor project budget execution and take decisions based on the annual budget and annual work plan. Maintain the Program accounts in accordance with the provisions of the annual budget.

Ensure the conformity of supporting documents and the respect of payment deadlines to suppliers. File and archive accounting documents and maintain a fixed asset register.

Prepare monthly accounting reports.

Vendor and staff reconciliations.

Assist with data capture into the accounting system.

Prepare cash advance request requests based on project cash flow and progress of activities.

Ensure that expenditures are in accordance with approved procurement plans.

Perform yearend closing accounts.

Prepare monthly bank reconciliations and manage accounts to avoid overdrafts.

Prepare and facilitate internal and external financial audits and followup on recommendations.

Tracking of staff travel advances and reconciliations.

Assist in training of field staff on the policies on travels advance and accountability.

Payroll management and update with changes in tax regulations.

Petty Cash Management

Establish the initial inventory, keep it up to date and draw up the yearend inventory (fixed assets, inventory, depreciation).

Handle petty cash disbursement and prepare documents for replenishment.

Receiving and validating petty cash liquidation.

Receipting, banking, and ensuring regular monitoring of bank balances updating his supervisoron the same.

Arrange for cash withdrawals based on duly approved requisitions and travel advances.

Preparation of payments by ensuring all the supporting documents are attached and uploading payments in banking system in readiness for release by designated signatories.

Maintain finance registry by ensuring that all accounting documents are filed according to the established standards.

Administrative management:

Coordinate administrative activities of the Regional Office (All office utilitiesCleaning/office supplies/Electricity/budgeting for canteen)

Ensure that office supplies (Telecommunication Allowance, notepads, pens, binders, coffee essentials, etc.) never run out before replenishment.

Fleet and Fuel card management.

Manage internal and external communications, including correspondence, emails, and phone calls.

Organize and maintain project administrative records and documents.

Upload purchase requisitions in the administration portal as may be requested.

Account Analysis of the Kenya Ledger schedules per the Business Central checklist.

Assist the external auditors in the annual external audit for Mission Inclusion.

Compliance / Regulatory:

Coordinate with Mission inclusion for formal registration in countries.

Ensure that expenditure made by the project team members are within budget,

Ensure that information related to local and donor legislation is kept up to date and that it is applied in accordance with local and donor regulations.

Comply with the procurement policy for goods and services, obtain the necessary approvals, are well documented, and comply with anticorruption rules, management procedures, financial reporting tools, etc.

Ensure compliance with environmental management and gender equality and social inclusion standards.

Certify that the service provider does not maintain activities or links with groups that promote or participate in criminal or corrupt activities.

Comply with and maintain local and Canadian regulatory standards and laws regarding the management of funds, expenditures, etc.

Information technology:

Oversee the formulation, interpretation and application of IT policies, procedures, rules and regulations.

Provide appropriate information and guidance on emerging and best practices in IT.

Oversee the organization’s network and liaising with IT suppliers and supportservices provider.

Education And Experience

Bachelor of Commerce, Business Administration, or related undergraduate Degree or its equivalent for a recognized university.

At least 3 years working experience in financial and admin in an INGO or a large organization.

Extensive experience and understanding of accounting for donors, knowledge of GAC’s rules, regulation and procedures preferred.

Strong budgeting and forecasting experience.

Practical experience managing consortialed grants.

Good knowledge of Enterprise resource planning and Excel. Ruling of Business Central (Microsoft Dynamics Navision) is an asset.

Fluency in English and in French is required. Kiswahili and/or Portuguese a plus.

Experience in MS Office package, Web Conferencing Applications.

Knowledge, Skills, And Abilities

Strong analytical skills, problem solving capacities and attention to details.

Ability to work with other in a constructive way.

Strong relations management abilities.

Ability to relate to people at all levels internally and externally.

Strategic in how you approach each relationship.

Team leadership abilities with diverse/multicultural teams. Coaching skills.

Proactive, resourceful, solutionsoriented, and resultsoriented.

A good understanding of human rights, women’s rights, and socioeconomic justice

How To Apply

Interested and qualified candidates should follow the instructions below:

Send their resume and a cover letter, both in English, by email only, to

In the subject line of the email, use the position name “Finance and admin Assistant”.

Name their documents as follows: “First name Last name Resume” and “First name Last name Cover Letter”.

The application deadline is May 29, 2024, at 00:00 Eastern Africa Time.