Finance and Administration Assistant at Flexi-Personnel

JOB PURPOSE

The position is based in Nairobi, Kenya and reports to the Finance Officer. The Finance and Administration Assistant will support the Freedom House office in Nairobi, which oversees Freedom House programs in Sudan. They will provide financial record-keeping, procurement, logistical, and administrative support for the Nairobi office.

DUTIES AND RESPONSIBILITIES

• Maintain accurate financial records by organizing physical and digital files and ensuring easy access.
• Reconcile and process invoices, manage accounts payable, and ensure timely payments.
• Plan and organize logistics for trainings/workshops. Coordinate meetings, appointments, and travel arrangements for staff and program participants as needed.
• Coordinate and maintain relationships with vendors relevant to the implementation of program activities.
• Assist with maintaining internal controls to ensure compliance with financial policies and regulations.
• Maintain Petty cash and ensure timely top up of the same.
• Oversee daily office operations, including managing office supplies, equipment, and facilities in the most cost-effective manner.
• Serve as a point of contact for internal and external communications
• Provide administrative support to senior management and other departments as required.
• Other duties as assigned by the Finance officer.

EDUCATION, PROFESSIONAL QUALIFICATIONS AND EXPERIENCE

• Bachelor’s degree in accounting, finance, business, economics, or related field.
• CPA Finalist.
• Minimum 2 years of experience in a finance and administration related role
• Prior experience working with the financial and grant compliance aspect of sub-grant programs preferred.
• Strong ability to communicate effectively in English, Swahili, and Arabic, both verbally and in writing.
• Knowledge of MS Office Suite and ERP finance software
• Experience organizing logistics for conferences, workshops, and trainings.
• Strong organizational and multitasking abilities
• Attention to detail and accuracy in financial record-keeping.
• Maintain documentation, and complete required forms.
• Excellent communication and interpersonal skills
• Ability to maintain confidentiality and handle sensitive information
• Ability to manage multiple priorities and deadlines effectively.
• Proactive in identifying issues and finding solutions.
• Collaborative approach with the ability to work independently and as part of a team.