Administrative and Finance Manager at ABC EXPAT

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.
• Knowledge of donor regulations (EU, AFD, USAID) is an advantage.
• Highly accountable, discreet, and rigorous.
• Able to work independently and manage priorities under pressure.
• Excellent interpersonal and intercultural skills; adaptable team player.
• Full professional proficiency in English and Swahili (written and spoken) is mandatory.
• French language is a plus.