Finance & Administration Officer at ICS- SP Africa

PURPOSE OF THE ROLE

• Based in Kisumu and reporting to the Finance & Operations Manager, the Finance & Administration Officer will provide financial management, grants compliance, accounting and administrative support to ICS SP operations and programmes across Western Kenya, including Kisumu, Kakamega, Nyamira and other field locations as required. The Officer will support budgeting and grant management throughout the project cycle, ensure accurate and timely accounting and financial reporting, maintain effective internal controls, and enable efficient office and field operations in line with ICS SP policies and donor requirements.

KEY RESPONSIBILITIES

Financial accounting and transaction management

• Ensure complete, accurate and timely recording of transactions in Microsoft Dynamics 365 Business Central, with proper coding to projects, budget lines, donors and offices, and adequate supporting documentation.
• Review payment requests, staff accountability and supplier documentation for completeness, accuracy, authorization and compliance; coordinate timely processing of approved payments and maintain orderly electronic and physical records.
• Maintain and reconcile bank, petty cash, mobile money, advances, receivables, payables and other assigned ledger accounts; monitor outstanding balances and follow up on timely settlement and liquidation.
• Support month-end and year-end close, including journals, accruals, prepayments, fixed-asset and depreciation records, balance-sheet schedules, account reconciliations and resolution of posting errors.

Budget management, grants and donor compliance

• Support programme teams in proposal budgeting, project set-up, annual and activity budgeting, cash-flow forecasting, budget revisions and grant close-out, ensuring alignment with funding agreements and organizational procedures.
• Monitor budgets and expenditure against approved work plans, identify variances and funding gaps, and advise budget holders on expenditure trends, cost allocations and timely corrective actions.
• Review programme and partner financial submissions, including activity budgets, cash requests, supporting documents and liquidations, for compliance with donor conditions, procurement rules and ICS SP policies.
• Support grant and sub-grant financial monitoring, partner financial reviews and preparation of donor financial reports and supporting schedules; escalate compliance concerns and material exceptions promptly.

Internal controls, financial reporting and statutory compliance

• Prepare accurate and timely monthly project and management reports, cash-flow updates, budget-versus-actual analyses, reconciliations, donor statements and other financial reports as assigned.
• Maintain robust financial controls covering segregation of duties, payment approvals, procurement documentation, advance management, supporting evidence and retention of financial records; identify control weaknesses and recommend improvements.
• Support payroll inputs and statutory compliance, including preparation and reconciliation of applicable payroll deductions, tax and other regulatory returns, in coordination with the Nairobi finance and HR teams.
• Maintain complete audit files and schedules; support statutory, project and donor audits, spot checks and due-diligence reviews, and track resolution of audit findings.

Office administration, logistics and HR support

• Coordinate day-to-day office administration across Western Kenya, including supplies, utilities, service providers, travel and accommodation arrangements, meeting logistics, office records and facilities follow-up.
• Support procurement planning and documentation, supplier coordination, asset and inventory registers, physical verification, asset movements, and disposal processes in accordance with ICS SP policies.
• Support HR administration, including onboarding documentation, leave and timesheet follow-up, staff benefits coordination, employee advances and confidential personnel records, working closely with the designated HR focal point.

Capacity strengthening and operational coordination

• Provide practical guidance to programme staff, field teams and implementing partners on budgets, accountability, financial procedures, documentation standards and donor requirements.
• Monitor partner and field-level financial management practices, identify training needs, deliver or coordinate refresher sessions and follow up on agreed improvements.
• Liaise with programme teams, logistics colleagues, suppliers, banks and relevant county or other stakeholders to resolve operational and financial issues while maintaining professional working relationships.
• Undertake regular support visits to field offices, promote cost-conscious use of resources, and carry out other related duties assigned by the Finance & Operations Manager.

REQUISITE REQUIREMENTS

• Bachelor's degree in Accounting, Finance, Commerce, Business Administration or a related discipline from a recognized university.
• Professional accounting qualification (CPA, ACCA or equivalent); current membership of a relevant professional body is desirable.
• At least five years of relevant post-qualification experience in finance and administration, preferably within an NGO or donor-funded development organization.
• Demonstrated experience in grant and project financial management, budget monitoring, donor compliance, reconciliations, financial reporting, and audit support.
• Strong working knowledge of Microsoft Excel and Office 365. Experience with Microsoft Dynamics 365 Business Central is an added advantage.
• Working knowledge of Kenyan statutory and payroll obligations, procurement controls, staff advances and office administration procedures.
• Sound analytical judgement, attention to detail, integrity, confidentiality, strong written and verbal communication, and ability to manage competing deadlines.
• Ability to work independently and collaboratively across offices; willingness to travel regularly within Western Kenya.