Finance and Administration Assistant

Job Description

Requirements

• Demonstrated ability to maintain a high level of integrity and confidentiality when handling financial and organizational information.
• Strong organizational and time management skills with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Proactive, solutions-oriented mindset with the ability to anticipate needs and improve administrative and financial processes.
• Strong interpersonal skills and the ability to work effectively with diverse teams across different locations.
• Experience working in an international NGO environment or with donor-funded programmes.
• Familiarity with digital collaboration and document management systems such as SharePoint or similar platforms.
• Ability to manage multiple responsibilities while maintaining accuracy and attention to detail.
• Commitment to the values, mission, and safeguarding principles of Feed the Children.

Responsibilities

• Capture all financial transactions accurately and timeously in QuickBooks Online.
• Initiate and process payments to vendors, staff, consultants, and service providers through both QuickBooks Online and the Citi banking platform.
• Ensure all accounts payable are fully supported with appropriate documentation and correctly filed both electronically and physical copies
• Maintain accurate records for:
• Vendor and supplier payments
• Consultant and contractor fees
• Travel, workshops, and training expenses
• Contracts and service provider invoices
• Perform monthly supplier reconciliations and resolve discrepancies promptly.
• Prepare supporting schedules for all balance sheet accounts in line with reporting requirements.
• Ensure all financial transactions comply with Feed the Children financial policies, donor regulations, and Kenyan statutory requirements.
• With the preparation of routine financial reports to support management decision-making, including expenditure analysis, and inventory reports.
• With the preparation of donor financial reports and other required financial disclosures.
• Prepare, track, and monitor travel and workshop advances.
• Follow up on outstanding advances and support timely and accurate retirement of advances.
• Ensure withholding tax certificates are issued to suppliers in a timely manner and properly recorded.
• Ensure complete, accurate, and timely filing of financial documentation on the International Financial Management SharePoint.
• ad hoc finance and administrative support to the Finance Officer as required.
• Manage front desk and communication functions by handling calls, visitors and ensuring information and items are directed to the appropriate staff.
• Coordinate with facility service providers to ensure the office environment is clean, safe, and well maintained.
• Handle all aspects of correspondence, including receiving, sorting, and distributing incoming and outgoing communications. This ensures that information is delivered promptly and accurately to the appropriate parties
• Support meetings, events, and logistics coordination by assisting with meeting preparations, recording minutes, organizing events, and arranging travel, accommodation, and transportation for staff and participants.
• Manage and monitor office inventory by keeping track of supplies, ensuring adequate stock levels, and organizing replenishment when necessary.
• Serve as the main liaison between FEED and the outsourced cleaning service provider, coordinating day-to-day support and escalating operational issues.

Benefits

• Office-based with occasional field assignments as required.
• May involve extended hours during financial reporting periods or audits.
• Regular coordination with the finance team, external auditors, and regulatory bodies.