Finance & Operations Specialist at Flexi-Personnel

JOB PURPOSE:

• The Finance & Operations Specialist will provide comprehensive financial and coordination support to the Country Director and HTI Kenya-based team. They will ensure accurate accounting, compliance, and efficient operations, as well as managing a range of program-based tasks to support HTI’s mission in Kenya.

KEY ROLES & RESPONSIBILITIES:

Finance Support: 

• Assist the Country Director and Headquarters Finance Team with financial operations while maintaining compliance with financial, administrative, and procurement procedures.
• Handle general ledger, accounts payable/receivable, purchasing, and bank reconciliations.
• Ensure compliance with Kenya regulatory and statutory requirements, including but not limited to PAYE, NHIF, NSSF, NITA, HELB, withholding tax, and vendor tax obligations.
• Make and record bank deposits.
• Safeguard and record petty cash.
• Coordinate and process payments for in-country travel and operational expenses.
• Process payroll and ensure deductions are accurately processed and remitted.
• Prepare and process month end and year end close.
• Generate budget vs. actual reports, as well as additional financial reports.
• Ensure compliance with grant requirements, including reporting.
• Participate in annual audits and tax filings with external auditors, accountants, and HTI headquarters team.
• Ensure accurate capital asset accounting. 

Program Coordination:

• Ensure effective coordination across program activities through direct ownership and in collaboration with Kenya-based team.
• Coordinate logistical aspects of meetings, trainings, and events, including booking venues, managing catering, setting up rooms, and ensuring all materials and equipment are in place.
• Prepare, print, and organize training materials, participant packs, and evaluation forms, working closely with the Assistant Legal Advisor to ensure accuracy and completeness of content.
• Collaborate with Legal Advisor on participant communication, invitations, confirmations, and attendance tracking to ensure smooth event execution.
• Support travel needs of Country Director, Kenya based team, as well as external partners, including booking accommodation & transportation.
• Maintain audit‑ready documentation for operational activities, including contracts, attendance sheets, mentoring logs, procurement files, and meeting minutes.
• Support drafting, lead the processing and approvals of vendor contracts, and proactively identify and engage appropriate vendors as needed.
• Ensure partner contact lists are up to date.
• Provide hands‑on logistical support prior to and during events, including registration, room setup, materials distribution, and troubleshooting any operational issues.

Operational Support: 

• Provide operational support to the Country Director and Kenya‑based team, ensuring smooth day‑to‑day operations.
• Schedule internal and external meetings, prepare agendas, take minutes, and track action items to ensure timely follow‑up and clear documentation, in partnership with the Assistant Legal Advisor.
• Perform assigned administrative tasks
• Maintain workspace readiness, which will include office supplies, procurement, equipment functionality, and inventory management.
• Manage office vendors and service providers to ensure uninterrupted operations.
• Assist with IT coordination and troubleshooting.
• Attend meetings, retreats, and other HTI events to provide administrative support and facilitate logistical arrangements.

EDUCATION BACKGROUND & CAREER EXPERIENCE:

• Bachelor’s degree in business administration, accounting, finance, or related field.
• 3-5 years of relevant work experience, particularly in financial support roles.
• Demonstrated experience managing multiple priorities in a dynamic environment.
• Demonstrated understanding of Kenyan local tax laws.

Knowledge, Skills, and Abilities:

• Strong interpersonal skills and ability to collaborate across diverse teams and cultures.
• Takes ownership of responsibilities, decisions, and outcomes. 
• Prioritize tasks effectively to meet deadlines and manage workload. 
• Ability to deliver high-quality work quickly and with minimal supervision. 
• Thrives in dynamic, often unpredictable environments, with the ability to quickly adjust to shifting priorities. 
• Works effectively across departments and with external partners to contribute to team success. 
• Meticulously reviews work product to ensure clear attention to detail.
• Convey messages clearly, accurately, and concisely both in written and verbal communication.
• Acts with honesty, transparency, and maintains confidentiality. 
• Proactively identifies opportunities or areas for improvement and acts without being prompted. 
• Proficient in using Microsoft Office suite.