Administrative and Finance Manager

Key Responsibilities:

Accounting & Bookkeeping

Use and maintain project accounting tools (SAGA, Excel), the accounting package for Kenya accounting

Maintain accurate accounting records according to project rules and procedures for local project expenditures in Kenya and Tanzania

Reconcile all cash flow accounts (Class 4 pf the project accounting system).

Ensure tax declarations and payments in accordance with Kenyan and Tanzanian regulations

Maintain travel advance and other operational advance logs

Ensure proper archiving and compliance with donor and client standards

Support local partners with their Project financial management systems

Cash & Treasury Management

Monitor financial transactions and prepare monthly bank, Mobile Money, and cash reconciliations.

Perform daily cash inventories, track expenses, Manage project checkbooks, and check issuance

Submit forecasts and cash needs monthly; ensure foreign currency coverage is monitored

Maintain the bank journal and alert when account balances reach minimum threshold

Oversee transfers, replenishment of local bank account(s), and execution of approved local payments per project procedures

Manage local tax payments for the client (in accordance with legal obligations) and assist in validating partner advance requests

Budget Control & Monitoring

Collect and verify all financial justifications and realize past and provisional expenditure analysis.

Realize the eligibility and completeness controls of partners’ supporting accounting documents

Check analytical coding of all expenses, flag anomalies, and propose corrective actions to the Project Coordinator and HQ or to partners

Track overall project and partner budgets and ensure budget lines are within accepted levels as per Project rules and procedures

Maintain a budget rolling forecast of project expenditures in Kenya and Tanzania

Participate in project budget reviews and revisions and support partners in budget reviews

Reporting & Audit

Prepare financial monitoring reports (monthly, semi-annual, annual, ad hoc).

Ensure timely donor financial reporting as per contract requirements

Support internal and external audit preparation and follow-up

Participate in the preparation of end-of-year accounts to be filed with Kenyan local authorities

General Administrative Support

Oversee procurement, logistics, and stock management

Handle international import and customs procedures when needed

Ensure compliance with administrative and legal obligations in Kenya and Tanzania

Administer HR processes related to the project (timesheets, pay slips, contracts)

Enforce procurement procedures

Qualifications:

Bachelor’s degree in accounting, finance, or business administration.

Certified Public Accountant (CPA) Kenya—Intermediate or higher, or equivalent (ACCA, CIMA).

Minimum 5 years’ experience in finance or accounting roles, preferably within NGOs or development projects in Africa.

Strong financial management and analytical accounting skills.

Proficiency with ERP systems (e.g., SAGA, QuickBooks).

Advanced Excel capabilities.

Industries:International Trade & Development

Function: Admin and Back office