Finance & Administration Assistant at Freedom House

Finance & Administration Assistant at Freedom House

Freedom House is seeking a Finance & Administration Assistant to support its office in Nairobi. This office manages Freedom House programs in Sudan. The Sudan program is focused on promoting human rights and strengthening civil society capacity to engage in peaceful democratic transitions.

The Finance & Administration Assistant will provide financial record-keeping, procurement, logistical, and administrative support. The position is based in Nairobi, Kenya and reports to the Finance Officer.

PRINCIPAL DUTIES & RESPONSIBILITIES

• Maintain accurate financial records by organizing physical and digital files and ensuring easy access.
• Reconcile and process invoices, manage accounts payable, and ensure timely payments.
• Plan and organize logistics for trainings/workshops. Coordinate meetings, appointments, and travel arrangements for staff and program participants as needed.
• Coordinate and maintain relationships with vendors relevant to the implementation of program activities.
• Assist with maintaining internal controls to ensure compliance with financial policies and regulations.
• Maintain petty cash and ensure timely top up.
• Oversee daily office operations, including managing office supplies, equipment, and facilities in the most cost-effective manner.
• Serve as a point of contact for internal and external communications.
• Provide administrative support to senior management and other departments as required.
• Other duties as assigned by the Finance officer.

QUALIFICATIONS:

Education:    

• Bachelor’s degree in accounting, finance, business, economics, or related field.

Experience:    

• Minimum 2 years of experience in a finance and administration related role
• Strong ability to communicate effectively in English, Swahili, and Arabic, both verbally and in writing.
• Knowledge of MS Office Suite and ERP finance software

Technical Skills and Abilities:

• Experience organizing logistics for conferences, workshops, and trainings.
• Strong organizational and multitasking abilities
• Attention to detail and accuracy in financial record-keeping.
• Maintain documentation, and complete required forms.
• Ability to manage multiple priorities and deadlines effectively.
• Proactive in identifying issues and finding solutions.
• Collaborative approach with the ability to work independently and as part of a team.
• Prior experience working with the financial and grant compliance aspect of sub-grant programs preferred.
• Ability to maintain the highest degree of confidentiality and exhibit unquestionable integrity, honesty, and forthrightness.
• Excellent communication and strong interpersonal skills with the ability to respond promptly to inquiries in a courteous and professional manner.
• Ability to successfully work collaboratively with all levels of employees, management, external partners, and funders.

ADDITIONAL INFORMATION 

• Freedom House established core values are belonging, collaboration, excellence, integrity, and respect. Through these values we prioritize creating a supportive and inclusive environment, emphasize collective efforts for success, are dedicated to high-quality impactful work, uphold trust through courage and honesty, and treat everyone with dignity while appreciating their unique contributions.
• Diversity makes our work stronger. We actively seek a diverse applicant pool and encourage candidates of all background to apply. Diverse experiences and perspectives connected to the various jurisdictions in which Freedom House has programming are a welcome asset.
• Applicants should complete our online application form and submit a resume and a cover letter outlining interests and qualifications for this position.
• Candidates must possess authorization to work in the Kenya independent from Freedom House sponsorship.

WORKING CONDITIONS:  

• General working office environment in Nairobi, Kenya;
• Some evening and weekend hours to complete tasks;
• Travel to some countries, for business or in some cases personal reasons, while a Freedom House employee, may not be advisable or even possible due to high security risks.
• Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.