Finance & Administration Assistant

Finance & Administration Assistant

Anonymous Employer

Accounting, Auditing & Finance

Job summary
The Finance & Administration Assistant will play a critical support role in ensuring efficient financial operations, payroll accuracy, and seamless administrative coordination within a dynamic construction environment.

Job descriptions & requirements
Direct Supervisor: Managing Director
Job Category: Junior-Level
Travel Required: Yes
Job Overview
The Finance & Administration Assistant will play a critical support role in ensuring efficient financial operations, payroll accuracy, and seamless administrative coordination within a dynamic construction environment.
The role requires a highly organized and detail-oriented individual capable of supporting financial reporting, maintaining accurate records, managing payroll processes, and facilitating smooth day-to-day office operations. The ideal candidate will demonstrate strong accountability, confidentiality, and the ability to work across both office and site teams.
Key Duties and Responsibilities
1. Finance & Accounts Support
· Assist in preparing and posting financial transactions, journals, and vouchers.
· Support accounts payable and receivable processes, ensuring timely processing.
· Maintain accurate and up-to-date financial records and filing systems.
· Assist in bank reconciliations and monitoring of cash flow movements.
· Support preparation of monthly financial reports and schedules.
· Track and reconcile project-related expenses and petty cash usage.
2. Payroll Administration
· Assist in preparation and processing of monthly payroll for staff and site workers.
· Prepare payroll schedules including overtime, allowances, and deductions.
· Ensure accurate computation of statutory deductions (PAYE, NSSF, SHIF, Housing Levy).
· Maintain payroll records and ensure confidentiality of employee data.
· Support timely remittance of statutory payments and filing of returns.
3. Administrative & Office Coordination
· Provide administrative support to finance, HR, and project teams.
· Maintain organized records for finance, HR, and compliance documentation.
· Coordinate office supplies, documentation, and communication.
· Support document management (contracts, invoices, approvals, and correspondence).
· Assist in coordinating internal meetings and tracking action points.
4. Compliance & Record Management
· Ensure all financial and payroll records comply with statutory and audit requirements.
· Maintain proper documentation for audit trails and financial reviews.
· Support preparation of audit schedules and required documentation.
· Ensure adherence to company financial policies and procedures.
5. Reporting & Documentation
· Prepare periodic finance and payroll reports as required.
· Maintain accurate and up-to-date digital and physical records.
· Track pending payments, invoices, and reconciliations.
· Ensure proper documentation and filing of all financial transactions.
Key Performance Indicators (KPIs)
1. Financial Accuracy & Record Management
· Ensure 98% accuracy in financial data entry and records.
· Ensure 100% proper documentation of all financial transactions.
· Complete bank reconciliations within 3 working days of month-end.
2. Payroll Efficiency & Compliance
· Achieve 100% accuracy in payroll processing (zero errors impacting salaries).
· Ensure 100% on-time payroll processing (before set payroll deadlines).
· Ensure 100% compliance with statutory deductions and timely remittances.
3. Accounts Payable & Receivable Management
· Process 100% of supplier payments within agreed timelines.
· Maintain ≤ 5% overdue receivables at any given time.
· Verify and process all invoices within 48 hours of receipt.
4. Administrative Efficiency
· Ensure 100% availability and organization of finance and admin records.
· Respond to internal requests within 24 hours.
· Maintain zero critical document loss or misfiling incidents.
5. Reporting & Timeliness
· Submit weekly all assigned reports by agreed deadline (100% compliance).
· Maintain real-time updates of financial trackers and logs.
· Ensure all discrepancies are flagged and resolved within 48 hours.
6. Compliance & Audit Readiness
· Achieve 100% audit readiness at all times.
· Ensure zero penalties arising from statutory non-compliance.
· Maintain complete and traceable financial records for all transactions.
Qualifications & Experience
· Diploma or Bachelor’s Degree in Accounting, Finance, Business Administration, or related field.
· Minimum 1–3 years’ experience in finance, payroll, or administration (construction industry preferred).
· Strong understanding of Kenyan statutory and payroll requirements.
· Professional certification (CPA, ACCA, or equivalent) is an added advantage.
· Experience with accounting/payroll systems and MS Excel.
Skills & Competencies
· Strong numerical and analytical skills.
· High attention to detail and accuracy.
· Excellent organizational and time management skills.
· Ability to handle confidential information with integrity.
· Strong communication and coordination skills.