Finance & Administration Assistant

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.

·        Ability to work under pressure and meet deadlines.

Personal Attributes

·        Honest, reliable, and highly accountable.

·        Detail-oriented with a structured approach to work.

·        Proactive and solution-driven mindset.

·        Team player with ability to collaborate across departments.

·        Professional and discreet in handling sensitive information.