Main Purpose: Execute administrative and finance related tasks and follow up of project accountancy to support the Project Finance Manager following MSF standard and procedures, in order to ensure legal compliance and keep a strict control over monetary resources to achieve project objectives.

Accountabilities

·            Execute administrative and legal-related tasks, under supervisor of the FINHR Manager, checking payroll calculations and updating personal flies in order to ensure accuracy, compliance and on time payments.

·            Prepare the employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance.

·            Enter date into the HR database and personal files and keep them up-to date in order to facilitate HR processes management.

·            Update social security Tax office employee flies in order to meet legal requirements and duties

·            Draw up monthly pay slips for all staff editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll.

·            Draw up the final pay slips and employment certificate at the end of a contract in order to meet legal requirements while defending MSF ‘s interests.

·            Order to ensure the highest control and security; assisting the Project Fin Manager in the prevision of monthly treasury and planning in order to ensure the coverage of daily needs, advances on salaries, payroll, etc. 

·            Processing the payment to suppliers and keep strict on all documentation involved, informing the administration manager of any sort of disparity.

·            Carrying out all accounting tasks and activities, classifying, preparing and filing of all accounting pieces in accounting software, in order to ensure strict control of all expenditures and the reliability of statements and documentation.

·            Following up of all expiring rental contract dates and inform the Administration Manager in order to leave enough time to arrange a renewal or look for some other alternative.

·            Making all administrative information available to the staff (posting, meetings, etc.), supporting the Project Finance Manager in translating documents into local language and assisting in meetings upon request.

·            Any other administrative task delegated by the Project Finance/Human Resources Manager.

Other tasks include, but are not limited to

·        Process all bank payments after receiving and reviewing the supporting documentation for compliance with the finance policy, quality standards and the beneficiaries’ banking details. Check the bank balance frequently and ensure it’s within the maximum and minimum stipulated by MSF. Flag to the manager when the amounts are low so it can be followed up.

·        Ensure strict compliance with cash control procedures for each cash box/currency. Perform weekly cash inventory together with Field Manager, including reconciliation with the relevant accounting software. Only weekly cash counts together with scans of all receipts and exports from Bookkeeping software must be sent to Nairobi.

·        Investigate any cash difference and report to the hierarchical supervisor.

·        Carefully follow up on utility bills and recurrent expenses and maintain basic tables to analyze the cost. Examples of such expenses include rents, insurances, and service contracts.

·        Scrutinize every single receipt before acceptance (suggestion: accept them, but liaise immediately afterwards with the field manager). Check carefully that it is displayed properly, all required information is included, calculations and total are correct, and supporting documents and signatures are valid.

·        Determine if all invoices and receipts received are translated where necessary, stamped, codified, and entered in the relevant accounting tool.

·        Oversee the preparation of weekly payment paperwork and get the necessary signatures from all suppliers.

·        Prepare and dispatch weekly Cash Transfer Orders (payments to suppliers/service providers), accompanied by scanned supporting documentation, to headquarters following a careful review.

·        Liaise with the money transfer company to pay employees and suppliers with prior instruction and approval of the capital finance.

·        Ensure that money transfer companies issue receipts for every payment.

·        Supervises and regulates payment to suppliers and reports any improper transactions.

·        Ensure all requests for payments are supported by original invoices and documents and bear valid signatures.

·        Liaise with the money transfer company to pay employees and suppliers with prior instruction and approval of the capital Finance.

·        Ensure that Money transfer companies issue receipt for every payment.

·        Supervises and regulates payment to suppliers and report any improper transactions.

·        Verify that all payment requests are accompanied by legitimate signatures and actual invoices and paperwork.

·        Proper filing of MSF receipts and sending them after the end of the month to Coordination

·        Make daily/weekly/monthly back up (as relevant) of accountancy files and data in the computer

·        Ensure that the monthly closing deadlines are respected, actively follow up and inform the manager if deadlines are approaching in terms of the normal monthly financial procedures.

·        Assisting the Finance/HR Manager in the prevision of monthly financial planning (MMRs) in order to ensure the coverage of daily project needs, advances, daily workers. Ensure collaboration with department supervisors to facilitate accuracy of MMR.

·        Ensuring respect of and strict compliance to MSF standards (Chart of accounts, quality of documents, Authorization table, expense validation procedures, cash security rules, etc.).

·        Processing the payment to suppliers/third parties and keeping strict oversight on all documentation involved, informing the administration manager of any sort of disparity. Report on any outstanding payments to ensure timely communication with affected individuals as necessary.

·        Responsible to ensure all receipts meet MSF requirements (deadlines, information, signatures .).

·        Checking individual entries and preparing the necessary originals documents for efficient justification and explanation of payments and receipts made.

·        Prepare the hardcopies according to the month-end checklist and ensure proper filing of financial documentation. Review the projects’ bookkeeping to ensure that the supporting documentation complies with the finance policy standards and ensure exception reports are completed as required.

·        Check for monthly bank statement matching with the transactions and monthly bank reconciliation as requirement and prepare as per MSF template.

·        Ensure strict confidentiality on all cash or finance related information.

·        Oblige with the capital cost efficiency overview or any other overviews related to the remote management setup.

·        Be flexible and open to work in a dynamic and ever changing work environment.

·        Be adaptable in terms of taking on new tasks and adjusting to ad-hoc requests.

Requirements:

If you meet the above requirements, please apply through the link attaching your CV & motivation letter as a single file by 21st January 2026 under the subject “FINANCE ASSISTANT”. The detailed advertisement and application portal can be accessed via the following link: https://ko-hr.kenya.msf.org/job

https://ko-hr.kenya.msf.org/jobs/detail/finance-assistant-176

Only shortlisted candidates will be contacted.

(MSFisanequalEmployeranddoesnotchargeanyapplication/recruitmentor trainingfee