Position summary

Under the supervision of the Birth Companionship Project Manager, with doted lines to the HR and Administration Manager, the Program and Finance Assistant supports both programmatic and financial functions of the program by ensuring efficient project implementation, accurate financial management, compliance with donor requirements, and proper documentation.

Key responsibilities

I. Program support

• Assist in planning, coordination, and implementation of program activities and interventions
• Coordinate field activities, including community outreach and stakeholder engagement
• Support communication with partners, beneficiaries, and local authorities
• Support preparation of work plans, budgets, and activity schedules.
• Coordinate logistics for trainings, workshops, and field activities.
• Support monitoring and evaluation activities, including data collection and reporting.
• Support in preparation of program narrative reports for donors and management.
• Ensure proper documentation and filing of all program records.

II. Financial management support

• Assist in preparation and monitoring of Regional office program budget.
• Coordinate payments, including staff advances, vendor payments, and reimbursements.
• Maintain proper financial documentation and filing systems.
• Maintain Regional Office Petty Cash.
• Ensure compliance with organizational financial policies and donor regulations.

III. Administrative support

• Maintain organized filing systems (both physical and electronic).
• Monitor and schedule routine and as needed maintenance and repair services for major equipment items
• Prepare meeting minutes and follow up on action points.
• Manage front desk
• Maintain Regional Office asset registers and inventory records.
• Maintain a just-in-time style consumable inventory register/ trackers to ensure adequate and appropriate consumable inventory and utility levels
• Ensure Regional office is equipped with the necessary supplies, materials, equipment and other resources needed for a functioning office.
• Coordinate travel arrangements and logistics for staff and program activities.
• Schedule and assign drivers for meetings, site visits, and other program travel
• Assist in procurement processes in line with organizational policies.
• Provide support to receiving deliveries of supplies and materials by confirming goods receipt against invoice or contract specifications
• Establish and maintain the key and access management system to safeguard office spaces and assets.
• Assist in preparation of purchase requests.

Qualifications and experience

• Bachelor’s degree in accounting, Finance, Business Administration, Project Management, or related field.
• At least 2–3 years of relevant experience, preferably in an NGO environment.
• Basic knowledge of accounting principles and financial reporting.
• Experience in donor-funded projects is an added advantage.
• Excellent written and oral communication skills in English and Kiswahili Languages
• Good Microsoft Computer knowledge. (Excel, Word and Powe Point)

• Assist in planning, coordination, and implementation of program activities and interventions
• Coordinate field activities, including community outreach and stakeholder engagement
• Support communication with partners, beneficiaries, and local authorities
• Support preparation of work plans, budgets, and activity schedules.
• Coordinate logistics for trainings, workshops, and field activities.
• Support monitoring and evaluation activities, including data collection and reporting.
• Support in preparation of program narrative reports for donors and management.
• Ensure proper documentation and filing of all program records.
• Assist in preparation and monitoring of Regional office program budget.
• Coordinate payments, including staff advances, vendor payments, and reimbursements.
• Maintain proper financial documentation and filing systems.
• Maintain Regional Office Petty Cash.
• Ensure compliance with organizational financial policies and donor regulations.
• Maintain organized filing systems (both physical and electronic).
• Monitor and schedule routine and as needed maintenance and repair services for major equipment items
• Prepare meeting minutes and follow up on action points.
• Manage front desk
• Maintain Regional Office asset registers and inventory records.
• Maintain a just-in-time style consumable inventory register/ trackers to ensure adequate and appropriate consumable inventory and utility levels
• Ensure Regional office is equipped with the necessary supplies, materials, equipment and other resources needed for a functioning office.
• Coordinate travel arrangements and logistics for staff and program activities.
• Schedule and assign drivers for meetings, site visits, and other program travel
• Assist in procurement processes in line with organizational policies.
• Provide support to receiving deliveries of supplies and materials by confirming goods receipt against invoice or contract specifications
• Establish and maintain the key and access management system to safeguard office spaces and assets.
• Assist in preparation of purchase requests.

• Excellent written and oral communication skills in English and Kiswahili Languages
• Good Microsoft Computer knowledge. (Excel, Word and Powe Point)

• Bachelor’s degree in accounting, Finance, Business Administration, Project Management, or related field.
• Basic knowledge of accounting principles and financial reporting.