Finance & Administration Officer

Location: Remote – Nairobi, Kenya
Employment Type: One-Year Fixed-Term Contract, Renewable
Salary: USD 1,000–1,500 per month
Work Schedule: 4-Day Work Week
Application: Rolling basis until the position is filled

CHEVS is recruiting a Finance & Administration Officer to support finance, compliance, administration and operational functions while working remotely from Nairobi.

This role is ideal for a finance professional with experience in accounts payable, budgeting, financial reporting, audits, statutory compliance, payroll, grants management, procurement and administration. The successful candidate will work closely with the Finance & Administration Manager to maintain accurate, compliant and audit-ready financial systems.

Job Summary

The Finance & Administration Officer will take primary responsibility for accounts payable while supporting budgeting, financial reporting, audit preparation, statutory compliance, payroll, cash management, procurement and administration.

Although the role is remote, applicants must live in Nairobi and be available for occasional in-person meetings and tasks involving banks, vendors, auditors, authorities and original documentation.

Key Responsibilities

Accounts Payable

• Receive, verify and process supplier invoices, staff claims and payment requests.
• Conduct three-way matching against purchase orders, contracts and delivery documentation.
• Ensure payments have complete supporting documents, correct coding and approvals.
• Prepare payment runs, bank transfers and mobile-money payments.
• Calculate, deduct and remit withholding taxes.
• Ensure supplier invoices comply with eTIMS requirements.
• Maintain accurate supplier records including KRA PINs, bank details and tax compliance certificates.
• Reconcile supplier statements and resolve discrepancies.
• Maintain AP ageing reports.
• Track staff advances and imprests.
• Respond to supplier and staff payment queries.

Budgeting and Forecasting

• Support preparation of organisational and donor budgets.
• Maintain budget templates and trackers in Excel.
• Prepare monthly budget-versus-actual reports.
• Analyse variances and support budget reviews and realignments.
• Monitor project burn rates.
• Support shared-cost allocations and indirect-cost recovery.
• Assist with proposal and funding application costings.

Financial Reporting and Accounting

• Post transactions accurately to accounting systems such as QuickBooks or Sage.
• Code transactions correctly to projects, donors and budget lines.
• Prepare bank, mobile-money and petty-cash reconciliations.
• Support month-end and year-end close.
• Prepare balance-sheet reconciliations.
• Assist with management accounts and donor financial reports.
• Maintain the fixed-asset register.

Audit Support

• Maintain complete, organised and audit-ready financial records.
• Prepare audit schedules and reconciliations.
• Organise supporting documents requested by auditors.
• Respond to auditor queries.
• Support donor audits, financial monitoring visits and spot checks.
• Assist with internal audits and internal-control reviews.
• Track implementation of audit recommendations.

Tax and Statutory Compliance

• Support filing of statutory returns including:
  • PAYE
  • NSSF
  • SHIF
  • Housing Levy
  • NITA
  • VAT
  • WHT
• Maintain a statutory compliance calendar.
• Support KRA reviews and queries.
• Monitor changes in Kenyan tax and labour regulations.

Payroll Support

• Collect and verify monthly payroll inputs.
• Prepare or review payroll outputs.
• Prepare payslips and statutory schedules.
• Reconcile payroll with the general ledger.
• Maintain confidentiality of payroll information.

Cash and Treasury Management

• Prepare cash-flow forecasts.
• Monitor bank balances.
• Support donor fund requests and drawdowns.
• Manage petty cash and mobile-money floats.
• Support bank administration.

Grants and Donor Compliance

• Apply donor financial rules and documentation requirements.
• Maintain grant trackers.
• Monitor grant expenditure and compliance.
• Support donor reporting and grant close-out.
• Flag financial and compliance risks.

Procurement and Administration

• Coordinate RFQs, bid analysis and vendor-selection documentation.
• Conduct supplier due diligence and onboarding.
• Maintain procurement files and approved supplier lists.
• Manage contracts, leases, subscriptions and insurance.
• Support travel, accommodation and event logistics.
• Support HR and asset administration.
• Maintain organised digital finance and administration records.

Qualifications and Experience

• Bachelor’s degree in Finance, Accounting, Economics or a related field.
• CPA(K), ACCA or equivalent qualification, or at least CPA Section 4/5 with active progression toward completion.
• ICPAK membership or eligibility is preferred.
• 2–4 years of relevant finance experience.
• Hands-on experience in accounts payable, reconciliations and budget monitoring.
• Direct experience supporting external audits.
• Strong knowledge of Kenyan tax and statutory requirements.
• Experience with iTax, eTIMS, PAYE, NSSF, SHIF, Housing Levy, VAT and WHT.
• Proficiency in an accounting system.
• Advanced Excel skills, including pivot tables and XLOOKUP/VLOOKUP.

Desirable Experience

• NGO or donor-funded organisation experience.
• Donor financial reporting.
• Payroll processing in Kenya.
• Remote working using cloud-based finance systems.
• Procurement and internal-control experience.

Skills and Attributes

• Strong attention to detail.
• High level of integrity and discretion.
• Strong organisational and time-management skills.
• Ability to work independently.
• Clear written and verbal communication.
• Strong analytical and problem-solving skills.
• Ability to work across both finance and administration functions.

Salary and Benefits

The salary range is USD 1,000–1,500 per month, depending on experience.

Other benefits include:

• Remote working
• 4-day work week
• Leadership-development opportunities
• International travel opportunities
• Opportunity to contribute to a global movement-support organisation
• Supportive and feminist working environment

How to Apply

Interested candidates should send:

• Updated CV
• Cover letter of no more than 1 page

Email: opportunities@chevs.org
Subject: Finance & Administration Officer – [Your Name]

Applications are reviewed on a rolling basis until the position is filled.

Only shortlisted candidates will be contacted.

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