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Essential Job Details
- Position Title: Finance & Operations Assistant
- Location: Nairobi, Kenya
- Employment Type: Full-Time
- Number of Vacancies: 1
- Salary: Not disclosed
- Category/Department: Finance & Administration
- Reporting To: Finance & Operations Officer
- Application Deadline: 30 June 2025
Introduction
This exciting Finance & Operations Assistant job vacancy presents a remarkable career opportunity for detail-oriented professionals looking to make an impact within Africa’s feminist and human rights ecosystem. The Finance & Operations Assistant will play a critical role in streamlining financial operations and supporting effective grantmaking within a regional, virtual organization. This full-time position is based in Nairobi and will support both day-to-day financial management and broader organizational operations across multiple African countries.
This Finance & Operations Assistant opportunity is tailored for individuals who are passionate about transforming society through transparent, accurate, and compliant financial practices. The position is especially suitable for candidates with a background in finance, accounting, or business administration and a strong desire to support women’s rights and social justice movements across Africa. As a Finance & Operations Assistant, you will contribute to impactful programming while gaining hands-on experience in grant management, financial reporting, and operational coordination within a dynamic, virtual, Pan-African organization.
About Urgent Action Fund-Africa
Urgent Action Fund-Africa (UAF-Africa) is a consciously feminist, women’s human rights Pan-African fund registered in Kenya and Zimbabwe. As a virtual organization, UAF-Africa maintains a strategic presence across Africa’s five sub-regions, including East, North, Southern, West, and Central Africa. The Fund provides rapid response grantmaking to support unanticipated, innovative, and timely initiatives that promote women’s agency in governance, climate justice, environmental advocacy, and conflict transformation. UAF-Africa operates with a mission to protect integrity, dignity, and human rights while enabling African women and gender-diverse activists to drive meaningful change across the continent.
Since its inception, UAF-Africa has become a critical funding partner for grassroots movements and frontline defenders of women’s rights. The Fund is known for its swift and flexible approach to funding, supporting thousands of women and gender-diverse activists, even in highly volatile environments. Its model is built on trust, responsiveness, and a deep commitment to African-led solutions to complex challenges in democracy, justice, and sustainability. With a decentralized team operating in cities such as Nairobi, Kampala, Harare, Cairo, Yaoundé, Douala, and Johannesburg, UAF-Africa exemplifies collaborative leadership and regional solidarity.
Key Responsibilities
Financial Operations and Management Support
- Prepare payment vouchers upon validation of required documentation
- Update financial records using QuickBooks software for accuracy and transparency
- Conduct monthly reconciliations for bank, cash, and credit card accounts to ensure timely and accurate financial tracking
- Monitor cash and bank balances to inform operational liquidity and programmatic decisions
- Ensure compliance with local statutory requirements, including timely filing of PAYE, NSSF, NHIF, and other relevant returns
- Support Human Resources in preparing and reviewing monthly payroll and other staff compensation requirements
- Assist in generating monthly, quarterly, and annual financial reports that align with both internal and donor reporting standards
- Facilitate project and institutional audits, including implementation of audit recommendations to strengthen controls
- Contribute to the development and review of annual budgets, project proposal budgets, and donor financial documentation
- Track and monitor the budget to ensure alignment with financial plans and funding availability for program activities
- Maintain and update the Fund’s fixed asset register and ensure safe custody and insurance of all assets
- Develop and manage electronic and hard copy filing systems for all financial records, enhancing retrieval and accountability
Grantmaking Support
- Administer grants by preparing vouchers for sub-grants based on accurate and validated documentation
- Verify and initiate payment instructions for grant disbursements via bank platforms
- Update the grantmaking database with transaction data, maintain accuracy, and generate reports for use by finance and program teams
- Collaborate with the grantmaking team to prepare Fund-level reports and updates for internal and external audiences
- Support the compilation of Budget Versus Actual (BVA) expenditure reports for various projects and funding streams
- Liaise with grantees to confirm fund receipt, resolve issues, and maintain strong communication on grant status
- Review financial reports submitted by grantees, including receipts and supporting documentation, and offer feedback or follow-up
Operational and Administrative Duties
- Generate periodic financial and grantmaking reports for cross-team sharing and stakeholder reporting
- Support logistics and administrative needs of the Nairobi office, including coordination with vendors and suppliers
- Ensure smooth communication with internal and external service providers to facilitate efficient financial and operational workflows
- Assist in procurement processes, maintaining integrity and compliance in vendor selection and purchasing
- Contribute to the strategic priorities of UAF-Africa by participating in internal learning forums, retreats, and cross-portfolio planning meetings
- Execute other assigned responsibilities within the finance and operations portfolio with a focus on team collaboration, flexibility, and high performance
Qualifications and Skills
- Bachelor’s degree in Finance, Accounting, Economics, Business Studies, or related fields from a recognized institution
- CPA Part II qualification or equivalent certification in financial or accounting practice
- Minimum 3 years of relevant professional experience, ideally within a feminist, women’s rights, or social justice organization operating in Africa
- Experience with QuickBooks or other accounting software platforms for bookkeeping, reconciliation, and reporting
- Familiarity with grantmaking cycles, processes, and compliance standards within non-profit or donor-funded contexts is an asset
- Fluency in English (written and spoken); French language skills are a strong advantage for cross-regional communication
- Proficiency in Microsoft Office Suite (especially Excel), Google Workspace, and cloud-based collaboration tools
- Excellent interpersonal and written communication skills, with the ability to translate complex financial information for non-technical audiences
- Strong analytical skills and a solution-oriented mindset
- High attention to detail, confidentiality, and ability to handle sensitive financial information
- Demonstrated commitment to feminist principles, gender equity, and rights-based frameworks
- Experience working in a virtual, decentralized work environment with teams across time zones
- Willingness to travel occasionally for team meetings, workshops, or partner engagements within the African region
Company Culture and Values
UAF-Africa fosters a collaborative, inclusive, and empowering work environment rooted in feminist principles. The organization is committed to diversity, equity, and justice, actively seeking voices from across Africa to drive systems change. Staff are encouraged to take initiative, collaborate across portfolios, and engage meaningfully with grassroots movements and marginalized communities.
As a virtual organization, UAF-Africa values trust, accountability, and flexibility, enabling team members to operate effectively across time zones and national borders. Professional development, mental well-being, and solidarity are at the heart of the Fund’s culture. UAF-Africa supports creative thinking, innovation, and team learning, reinforcing its strategic commitment to continuous improvement and adaptability in a complex, ever-changing landscape.
How to Apply
Apply now for the Finance & Operations Assistant position.
Interested candidates must register and submit their application through UAF-Africa’s official online recruitment portal:
Applications must be received by 30 June 2025.
Documents Required:
- Updated CV/Resume
- Motivational Cover Letter
- Certified Academic and Professional Certificates
- National ID or Passport Copy
Only shortlisted candidates will be contacted. Please note: No phone calls.
UAF-Africa is an equal opportunity employer that values inclusion and representation. Applicants from traditionally underrepresented groups, including women, gender-diverse persons, persons with disabilities, and candidates from all regions of Africa are strongly encouraged to apply.
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