Urgent Action Fund-Africa (UAF-Africa) provides rapid response grants and technical support to women’s rights organisations, women's human rights defenders, and activists who identify strategic and time-sensitive opportunities to advance women's rights in Africa. The Finance & Operations Assistant provides support to the portfolio by ensuring robust financial administration through efficient use of the Fund’s resources. Key activities include maintaining financial records, preparing reports, processing payments and reconciliations, executing transactions, and analysing financial data to provide insights for decision-making and statutory compliance under the direct guidance of the Finance & Operations Manager.
Responsibilities
Financial Operations and Management Support
- Prepare payment vouchers upon validation of underlying documents.
- Update financial records in QuickBooks.
- Conduct monthly bank, cash, and credit card reconciliations.
- Monitor cash and bank balances for effective reporting.
- File monthly statutory returns including PAYE, NSSF, and NHIF, ensuring compliance with NGO regulations.
- Assist HR with timely preparation of payroll and other staff benefits.
- Review petty cash for the Nairobi Office, Harare Office, and the healing farm.
- Prepare various financial reports in a timely and required format.
- Support project and institutional audit processes and implement audit recommendations.
- Assist with the preparation of annual budgets, proposal budgets, and donor financial reports.
- Monitor budgets to ensure sufficient funds for planned program activities.
- Maintain and update the fixed assets register and office equipment list.
- Ensure all Fund equipment and assets are fully insured.
- Maintain electronic and hard copy filing systems for ease of reference.
Grantmaking Support
- Assist in the timely voucher preparation of awarded sub-grants upon validation of documents.
- Initiate payment instructions at the bank for all grants awarded after verification.
- Update the grantmaking database and generate data/reports for complementary portfolios.
- Support the preparation of Fund-related reports for Heads of programmes and funding partners.
- Monitor expenditure and compile Budget vs Actual (BVA) reports for projects.
- Keep grantees informed on the status of grant awards and confirm receipt of funds.
- Review grantee financial reports and supporting documents.
Operations and Other Duties
- Provide periodic reports for internal and external communications.
- Work with the Operations team to ensure the smooth running of the Nairobi office and support for virtual staff across Africa.
- Maintain open communication with all vendors and contractors.
Requirements
Education and Qualifications
- Bachelor’s degree in Finance, Accounting, Economics, Business Studies, or equivalent.
- CPA Part II professional certification or equivalent.
Experience and Skills
- Minimum of 3 years’ relevant work experience working with organisations in Africa, preferably within women’s rights or social justice-oriented organisations.
- Familiarity with grantmaking processes is an added advantage.
- Experience working with QuickBooks software.
- Excellent written and verbal communications in English; French linguistic abilities are a plus.
- Strong analytical, presentation, planning, and organisational skills.
- Ability to handle a large volume of work accurately and maintain confidentiality.
- Experience working in a virtual setup with seamless task coordination.
- Proven experience working effectively in a cross-cultural team.
- Flexible and willing to work collaboratively with UAF-Sister Funds in a fast-paced environment.
How to Apply
Interested and qualified candidates should apply through the Urgent Action Fund-Africa recruitment portal at uafahrrec.peopleshr.com.
