The Finance & Operations Specialist will provide comprehensive financial and coordination support to the Country Director and HTI Kenya-based team. They will ensure accurate accounting, compliance, and efficient operations, as well as managing a range of program-based tasks to support HTI’s mission in Kenya.
Key Roles & Responsibilities
Finance Support
Assist the Country Director and Headquarters Finance Team with financial operations while maintaining compliance with financial, administrative, and procurement procedures.
Handle general ledger, accounts payable/receivable, purchasing, and bank reconciliations.
Ensure compliance with Kenya regulatory and statutory requirements, including but not limited to PAYE, NHIF, NSSF, NITA, HELB, withholding tax, and vendor tax obligations.
Make and record bank deposits.
Safeguard and record petty cash.
Coordinate and process payments for in-country travel and operational expenses.
Process payroll and ensure deductions are accurately processed and remitted.
Prepare and process month-end and year-end close.
Generate budget vs. actual reports, as well as additional financial reports.
Ensure compliance with grant requirements, including reporting.
Participate in annual audits and tax filings with external auditors, accountants, and HTI headquarters team.
Ensure accurate capital asset accounting.
Program Coordination
Ensure effective coordination across program activities through direct ownership and in collaboration with Kenya-based team.
Coordinate logistical aspects of meetings, trainings, and events, including booking venues, managing catering, setting up rooms, and ensuring all materials and equipment are in place.
Prepare, print, and organize training materials, participant packs, and evaluation forms, working closely with the Assistant Legal Advisor to ensure accuracy and completeness of content.
Collaborate with Legal Advisor on participant communication, invitations, confirmations, and attendance tracking to ensure smooth event execution.
Support travel needs of Country Director, Kenya-based team, as well as external partners, including booking accommodation & transportation.
Maintain audit-ready documentation for operational activities, including contracts, attendance sheets, mentoring logs, procurement files, and meeting minutes.
Support drafting, lead the processing and approvals of vendor contracts, and proactively identify and engage appropriate vendors as needed.
Ensure partner contact lists are up to date.
Provide hands-on logistical support prior to and during events, including registration, room setup, materials distribution, and troubleshooting any operational issues.
Operational Support
Provide operational support to the Country Director and Kenya-based team, ensuring smooth day-to-day operations.
Schedule internal and external meetings, prepare agendas, take minutes, and track action items to ensure timely follow-up and clear documentation, in partnership with the Assistant Legal Advisor.
Perform assigned administrative tasks.
Maintain workspace readiness, which will include office supplies, procurement, equipment functionality, and inventory management.
Manage office vendors and service providers to ensure uninterrupted operations.
Assist with IT coordination and troubleshooting.
Attend meetings, retreats, and other HTI events to provide administrative support and facilitate logistical arrangements.
Qualifications & Requirements
Bachelor’s degree in business administration, accounting, finance, or related field.
3-5 years of relevant work experience, particularly in financial support roles.
Demonstrated experience managing multiple priorities in a dynamic environment.
Demonstrated understanding of Kenyan local tax laws.
Knowledge, Skills, and Abilities
Strong interpersonal skills and ability to collaborate across diverse teams and cultures.
Takes ownership of responsibilities, decisions, and outcomes.
Prioritize tasks effectively to meet deadlines and manage workload.
Ability to deliver high-quality work quickly and with minimal supervision.
Thrives in dynamic, often unpredictable environments, with the ability to quickly adjust to shifting priorities.
Works effectively across departments and with external partners to contribute to team success.
Meticulously reviews work product to ensure clear attention to detail.
Convey messages clearly, accurately, and concisely both in written and verbal communication.
Acts with honesty, transparency, and maintains confidentiality.
Proactively identifies opportunities or areas for improvement and acts without being prompted.
