Job Summary:
Feed the Children is seeking a highly organized, tech-savvy, and proactive professional who can provide reliable financial and administrative support to the Finance Officer and country office team in Kenya. This role contributes to financial management, administrative coordination, and digital systems management, including document and records management through SharePoint and other internal platforms. The successful candidate will thrive in a dynamic and fast-paced environment, manage confidential financial information with integrity, and play a key role in supporting operational efficiency, compliance, and sound financial practices within the Kenya Country Office.
Works Directly with: This is an office-based role reporting to the Finance Officer. The incumbent will work directly with:
- Finance Officer
- Country Office staff and field teams
- International Finance and Operations Office
- Consultants and external service providers Principal Responsibilities
Key Responsibilities:
- Accounts Payable and Transaction Processing
- Capture all financial transactions accurately and timeously in QuickBooks Online.
- Initiate and process payments to vendors, staff, consultants, and service providers through both QuickBooks Online and the Citi banking platform.
- Ensure all accounts payable are fully supported with appropriate documentation and correctly filed both electronically and physical copies
- Maintain accurate records for:
- Vendor and supplier payments
- Consultant and contractor fees
- Travel, workshops, and training expenses
- Contracts and service provider invoices
- Reconciliations and Financial Controls
- Perform monthly supplier reconciliations and resolve discrepancies promptly.
- Prepare supporting schedules for all balance sheet accounts in line with reporting requirements.
- Ensure all financial transactions comply with Feed the Children financial policies, donor regulations, and Kenyan statutory requirements.
- Reporting and Donor Compliance Support the Finance Officer:
- With the preparation of routine financial reports to support management decision-making, including expenditure analysis, and inventory reports.
- With the preparation of donor financial reports and other required financial disclosures.
- Advances and Tax Compliance
- Prepare, track, and monitor travel and workshop advances.
- Follow up on outstanding advances and support timely and accurate retirement of advances.
- Ensure withholding tax certificates are issued to suppliers in a timely manner and properly recorded.
- Records Management and Administration
- Ensure complete, accurate, and timely filing of financial documentation on the International Financial Management SharePoint.
- ad hoc finance and administrative support to the Finance Officer as required.
Administration
- Manage front desk and communication functions by handling calls, visitors and ensuring information and items are directed to the appropriate staff.
- Coordinate with facility service providers to ensure the office environment is clean, safe, and well maintained.
- Handle all aspects of correspondence, including receiving, sorting, and distributing incoming and outgoing communications. This ensures that information is delivered promptly and accurately to the appropriate parties
- Support meetings, events, and logistics coordination by assisting with meeting preparations, recording minutes, organizing events, and arranging travel, accommodation, and transportation for staff and participants.
- Manage and monitor office inventory by keeping track of supplies, ensuring adequate stock levels, and organizing replenishment when necessary.
- Serve as the main liaison between FEED and the outsourced cleaning service provider, coordinating day-to-day support and escalating operational issues.