Accounts and Admin Assistant Job

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Accounts and Admin Assistant
About the Institute for Social Accountability (TISA)
TISA is a civil society initiative committed towards the achievement of sound policy and good governance in local development in Kenya, to uplift livelihoods of, especially, the poor and marginalized. TISA has been operational since March 2008 and is a locally registered trust. TISA has engaged with various relevant state and non-state actors in the quest to promote effective local governance in Kenya. TISA focuses on governance and has built up considerable expertise and networks in local governance, participatory governance, advocacy strategies, capacity building and practice learning while growing in experience and capacity in the development of capacity
building tools and curricula in these areas.
Under Its 2018-2022 strategic period, TISA is focused on among others deepening public participation and social accountability by building agency of target citizen groups and policy engagement. Specific programs include Procurement monitoring towards the realization of accountability and transparency in preferential procurement opportunities for youth and women; Building capacities of informal trader women groups in policy advocacy towards inclusive trade legislations and practice; Deepening public participation and social accountability and Legislative
monitoring and strategic litigation in the protection of devolution and socio-economic rights of marginalized groups, among others.
Job Summary
The Accounts & Admin Assistant will be responsible for efficiently executing finance and accounting operations, supporting the other functions of operations – administration, and human resources – in ensuring effective support to the Institute’s programs. The role is expected to ensure the financial and legal integrity of the Institute within the framework of policies, procedures, and statutory requirements. In addition, he/she will provide support to program teams on compliance to donor rules and regulations providing budgetary oversight on project activities. The incumbent is expected to maintain appropriate books of accounts, transaction activities and their relevant documentation.
Duties and Responsibilities

  • Preparation of payment vouchers, registration of payment vouchers and other payment requests for goods and services received, ensuring valid supporting documents, and obtaining authorization and approval.
  • Posting all vouchers into transaction spreadsheet on daily basis for review by the Grants Officer. Ensure that all information in the spreadsheet is correct and complete.
  • Ensure processing and paying supplier invoices in an accurate and timely manner. ‘Paid’ stamping of all the invoices and related documents before filing.
  • Entering of financial transactions in Pastel accounting systems.
  • Preparing cheques based on approved payment vouchers and maintain cheques register.
  • Petty cash management. Processing of petty cash transactions on daily basis. Ensure petty cash is replenished on time to meet daily cash needs. Carry out cash count as per the required schedule. Document the cash count sheets for records.
  • Photocopying and scanning of all necessary documents.
  • Facilitating the movement of memos, payment vouchers and cheques for signatories.

Budgetary and Funds management.

  • Bank all receipts and maintain necessary bank deposit documents etc.
  • Visit Bank for necessary collection and submission of financial documents.
  • Preparation of appropriate documentation for banking transactions (bank drafts, transfers, cheques books etc.).


  • Perform monthly bank reconciliations on or before the stipulated deadline.
  • Maintenance of filing systems for payment vouchers, receipts, bank statements.
  • Payroll support by filing of statutory returns and payment of other payroll deductions to the relevant bodies in an accurate and timely manner.
  • Support production of quarterly financial statements.

Human Resource and Administration

  • Assist in administering the recruitment process by receiving applications, categorizing in accordance with title of positions for shortlist by the HR and Administration Officer. Prepare matrix of shortlisted candidates as required.
  • Contact candidates for interview. Assist in administering computers for the writing test.
  • Create personnel files of new recruits.
  • Document Staff meeting minutes and circulate in a timely manner, one week before the next staff meeting.
  • Perform any other task assigned by the Finance Manager and Grants Officer.

Education and Qualifications.

  • Bachelor’s Degree in accounting or Finance.
  • Fully qualified accountant (CPA-K /ACCA).
  • Minimum 1-2 years of relevant professional experience
  • A sound knowledge of accounting and financial management.
  • Experience with accounting software and excellent knowledge of accounting, bookkeeping and forecasting and operations management, and proficiency in MS-Office especially Excel
  •  Familiarity and understanding of the financial reporting requirements and donor reporting.

Required Skills and Competencies

  • Excellent interpersonal, numerical, and analytical skills.
  • Ability to thrive in a fast-paced environment where timelines can be unpredictable.
  • A keen sense of core individual values all hinged on integrity and an excellent team player with a strong passion to learning and growth.
  • Excellent judgment demonstrated and decision-making skills.
  • Good verbal and written communication skills.
  • Excellent attention to detail.
  • The ability to maintain clear and accurate financial records.
  • Good administrative skills.
  • An organised and methodical approach to working.
  • The ability to work independently and as part of a team
  • A polite cheerful attitude, particularly when interacting with partners.
  • An honest and discreet attitude when dealing with organizational accounts.
  • A willingness to undertake professional development.
  • The ability to work to deadline.
  • The ability to learn quickly and adapt to (often complex) in-house systems and procedures.

How to Apply :
Please send us your cover letter and detailed CV, including your qualifications, experience, names and addresses of three referees, a working e-mail address and daytime telephone contacts.
Indicate the job title as the subject of your email.
Send your application via email only to [email protected]  
Applications accepted on a rolling basis until position is filled.
Only shortlisted candidates will be contacted.
TISA is committed to safeguarding and promoting the welfare of children and vulnerable adults. We
expect all staff, volunteers, and partners to share this commitment.

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