Finance and Administrative Assistant

ForumCiv office in Kenya serves as the regional office for Eastern and Southern Africa (ESA), coordinating sub-granting in the region and developing new partnerships, innovative programmes, and local engagement with donors. Most of the region’s interventions focus on civil society strengthening and deepening democracy, human rights, and gender equality. The office works with a broad range of partners and stakeholders at grassroots, national, regional, and global levels.

Your Role

Finance Support

1. • Processing supplier invoices, purchase orders, expenses claims, account payments grant disbursements, payroll deductions and all other payments in close collaboration with the Finance Officer.
2. • Be responsible for remitting payment advice to payees or relevant staff immediately after payments are processed.
3. • Assist in posting transactions to the Agresso accounting system as guided by the Finance Officer.
4. • Filing of statutory returns including but not limited to organization Income tax return, PAYE, WHIT, Housing levy, NHIF and NSSF in close collaboration with the Finance Officer
5. • Responsible for timely filing and archiving of financial and administrative documents as guided by the Supervisor/Manager
6. • Acting as the bank agent and an inputter to the online platform.

Administration Support

1. • Assist in procurement processes, including filing and archiving of documents thereof.
2. • Assist in assets management, ensuring all assets are tagged as provided for in the asset management routines and ensure assets are insured.
3. • Minor IT support including receiving from staff broken/damaged phones and Laptops and liaising with the IT provider for repairs.
4. • Minor Systems support – Monitoring to ensure the printers are in good working condition and liaising with the servicing company as needed.
5. • Assist staff in operating office equipment e.g., photocopier, scanner, printer, shredder, etc.
6. • Maintaining an organized and comfortable office environment, ordering and tracking office supplies, and updating inventory.

Other Tasks

1. • Other tasks delegated by line manager.
2. • Contribute to the organizational learning and development of ForumCiv in general, and of the ROESA in particular.

Requirements

ACADEMIC QUALIFICATION

• • At least a first degree in Business Administration or Finance or equivalent from a recognized university
• • At least CPA Part II or equivalent

SKILLS, EXPERIENCE AND ATTITUDE REQUIRED

1. • At least two years’ work experience in a busy accounting/finance environment
2. • Experience of working in the non-profit/NGO sector
3. • Good command of Excel
4. • Strong organizational skills and ability to coordinate and manage a diverse array of activities.
5. • Excellent communication skills in English
6. • Demonstrated initiative and the ability to work effectively within time constraints.
7. • Ability to work effectively as part of a multicultural, international team.
8. • High level of Integrity and good judgment.

Benefits

Family medical cover, annual leave 25 days annually, Pension