International Foundation for Electoral Systems (IFES) – Finance & Administrative Officer

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  • IFES is seeking a Finance and Administration Officer to support the USAID-funded Strengthening Kenya’s Electoral Integrity (SKEI) Activity in Kenya. The Finance and Administration Officer will be responsible for handling financial transactions, expense tracking and record keeping, day-to-day office administration, logistics and event planning, management of local contracts and purchase orders, and other general support to program activities. The Finance & Administrative Officer will also be responsible for ensuring the project’s compliance with both IFES and donor policies, procedures, rules and regulations as well as applicable Kenyan laws.



  • Lead financial management, accounting, procurement, human resource management and administration. This includes systems implementation, budgeting, expenditure tracking, and financial reporting.
  • Manage project finance and operations, including general administrative processes, accounting, and logistics.
  • Establish and maintain sound and transparent accounting and fiscal control procedures.
  • Ensure compliance of financial and operations systems with IFES policies and procedures, USAID rules and regulations, and Government of Kenya laws.
  • Manage cash flows in petty cash and local bank accounts and ensure adequate cash levels are maintained every month.
  • Prepare monthly financial reports with supporting documentation for all accounts, to be sent to IFES Headquarters as required.
  • Prepare local procurement packages and ensure procurement and expenditures are in accordance with donor and IFES policies and regulations.
  • Prepare vouchers and checks for all project expenditures into QuickBooks accounting system.
  • Collect office bills and make payments for regular office expenditures via IFES’ payment processing system.
  • Prepare end of month bank reconciliation and process monthly payroll including withholding and payment of the necessary taxes e.g., WHT, VAT to the Kenya authorities.
  • Liaise between IFES’ headquarters and Kenya country office on matters of finance and procurement as well as administrative matters.
  • Process VAT exemptions for applicable payments.
  • Support preparation of annual and quarterly financial and accrual reports for donors.
  • Liaise with internal and external auditors in the review of project financial management.
  • Prepare monthly cash needs requests, including requests for activity forecasts from program team and others.
  • Complete banking errands such as transfers and collecting bank statements and cash withdrawals.
  • Serve as petty cashier.
  • Provide administrative, financial, and logistical support to activity implementation such as events workshops and trainings.
  • Tracking local employees’ vacation, severance calculations (when applicable) and sick leave accruals and usages.


  • Day-to-day management of general office administration duties; filing of office documents, ordering and maintaining office supplies/stationery, maintenance of office equipment e.g., photocopier, printer, etc.
  • Maintain and ensure staff medical insurance is operational and help settle any disputes that may arise (when applicable).
  • Ensure records management and tracking inventory of IFES’ property is up to date and in good order.
  • Responsible for the day-to-day management of all suppliers/vendors and managing all local contracts/leases. 
  • Maintain office lease, insurance, and ensuring renewals are done on time, while also ensuring losses are reported on time. 
  • Other duties as assigned.


EDUCATION: Minimum of bachelor’s degree in finance, accounting, business administration or another relevant degree is required; master’s degree preferred.


  • Minimum of 4 years’ experience in providing financial, procurement, human resources management and administrative support with an international or a Kenyan Non-Government Organization, or similar.
  • Experience with USAID financial policies and procedures is required; experience with other donor policies and procedures is preferable.
  • High levels of proficiency with QuickBooks or other similar software, and the standard applications in MS Office.
  • Knowledge of Generally Accepted Accounting Principles (GAAP), budgeting and fiscal control principles.


  • Ability to maintain and apply strong internal controls for finance and procurements.
  • Ability to remain organized while handling multiple tasks under tight deadlines.
  • Ability to complete tasks with limited supervision.
  • Excellent reporting and document handling skills.
  • Must value operating in a collaborative, cooperative, multicultural environment. 
  • Ability to show initiative, good judgment, and resourcefulness. 
  • Ability to handle sensitive issues and address inclusion matters with integrity.
  • Good oral and written communication skills.

LANGUAGE SKILLS:  Proficiency in spoken and written English and Swahili are required.

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