Financial Administrator at Ruben Centre

Position Overview

The Financial Administrator plays a vital role in ensuring the financial integrity, transparency, and accountability of Ruben Centre. Reporting to the Head of Operations and Finance, the role is responsible for maintaining accurate financial records, ensuring compliance with the organisation’s finance manual and statutory requirements, and supporting effective financial management across all programs and departments.

The position requires strong technical accounting skills, demonstrated integrity and a commitment to transparent financial and procurement practices within a busy and complex community-based organisation.

Key Responsibilities

Financial Management and Reporting

• Maintain accurate and up-to-date accounting records in accordance with the organisation’s finance manual and accepted accounting standards.
• Prepare monthly, quarterly, and annual financial reports and statements for management and donors.
• Support the preparation and monitoring of project and organisational budgets.
• Reconcile bank accounts, petty cash, and other financial transactions in a timely manner.
• Support both internal and external audit processes and ensure implementation of audit recommendations.
• Ensure all financial data is accurately captured and managed through Xero accounting software.

Procurement and Compliance

• Work with teams to ensure transparent and accountable procurement processes in line with the organisation’s finance manual.
• Ensure all procurement activities are properly documented, authorised, and meet value-for-money principles.
• Verify supplier invoices and payment requests for accuracy and compliance with contracts and budgets.
• Monitor adherence to financial policies, donor requirements, and statutory regulations.

Donor and Project Support

• Assist in the preparation of donor budgets and financial reports, ensuring accuracy and compliance with donor guidelines.
• Identify and manage project financial risks in collaboration with project teams.
• Provide financial guidance and training to project staff to strengthen overall financial capacity and accountability.

Payroll

• Prepare and process the monthly payroll accurately and on time in accordance with the organisation’s Finance Manual and statutory requirements.
• Ensure correct calculation and remittance of all statutory deductions, including PAYE, NSSF, NHIF and other employee contributions.
• Coordinate with HR and supervisors to verify timesheets, new hires, terminations, and any salary adjustments.
• Generate and submit payroll reports for management review.
• Ensure payroll confidentiality, data security, and compliance with relevant employment and taxation laws.

Selection Criteria

Essential:

• Degree in Finance, Accounting, or related field.
• At least CPA II (Intermediate level)
• Demonstrated experience and expertise in accounting or financial management, preferably in the not-for-profit sector.
• Solid understanding of financial statistics, accounting principles, and project financial management.
• Proficiency in accounting software such as Xero or QuickBooks.
• Working knowledge of all relevant statutory legislation and regulations in Kenya.
• Good interpersonal and communication skills, with the ability to work collaboratively in a cross-cultural and community-based setting.
• High level of honesty, integrity, and commitment to transparency and accountability.

Desirable:

• Knowledge and experience in project financial risk management.
• Familiarity with international aid donors and their funding and reporting requirements.

Personal Attributes

• Commitment to the mission, values, and social justice goals of Ruben Centre.
• Ability to work under pressure, manage competing priorities, and meet deadlines.
• Strong analytical and problem-solving skills.
• Culturally sensitive and respectful in a diverse work environment.