• Position Title: Financial Administrator
• Location: Nairobi, Kenya (Ruben Centre – Mukuru Community)
• Employment Type: Full-Time (Onsite)
• Number of Vacancies: 1
• Reporting To: Head of Operations and Finance
• Application Deadline: December 10, 2025 (Rolling – Apply ASAP)
• Category/Department: Finance / Accounting / Audit
• Salary: Estimated KES 80,000 – 120,000 Monthly (Note: This is an estimate based on 2025 market data from BrighterMonday Kenya and Glassdoor, where financial administrator roles in Kenyan NGOs average KES 70K–110K, adjusted for Ruben Centre’s requirement of Degree + CPA II + 3 years experience. Final salary determined by Ruben Centre. Use this range to guide expectations and strengthen negotiations during interviews.)

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Introduction

The Financial Administrator at Ruben Centre, a faith-based non-profit charity organization run by the Christian Brothers African Province, plays a vital role in ensuring the financial integrity, transparency, and accountability of the organization. Reporting to the Head of Operations and Finance, the role is responsible for maintaining accurate financial records, ensuring compliance with the organisation’s finance manual and statutory requirements, and supporting effective financial management across all programs and departments.

This position requires strong technical accounting skills, demonstrated integrity, and a commitment to transparent financial and procurement practices within a busy and complex community-based organisation serving Mukuru’s vulnerable children and families through quality education, health, financial, and social services. Ideal for analytical, ethical professionals passionate about social justice, this full-time onsite opportunity aligns with Kenya’s KES 50 billion NGO sector and Vision 2030’s community empowerment goals. This role suits collaborative, mission-driven individuals ready for meaningful financial stewardship in a faith-based, inclusive environment.

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About Ruben Centre

Ruben Centre is a faith-based organization striving for an empowered and just Mukuru community by providing quality education, health, financial and social services to children and families in Mukuru community. The Ruben Centre is a non-profit, charity organization run by the Christian Brothers African Province. It is one of eight Christian Brother’s projects in East Africa, reaching 5,000+ families with 90% program impact through holistic, community-centred development.

Ruben Centre fosters a culture of faith, compassion, and justice, offering training and community integration. For Financial Administrators, Ruben Centre provides mentorship, compliance tools, and mission purpose, creating a workplace where your stewardship transforms lives in a diverse, inclusive team.

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Position Overview

The Financial Administrator plays a vital role in ensuring the financial integrity, transparency, and accountability of Ruben Centre. Reporting to the Head of Operations and Finance, the role is responsible for maintaining accurate financial records, ensuring compliance with the organisation’s finance manual and statutory requirements, and supporting effective financial management across all programs and departments.
The position requires strong technical accounting skills, demonstrated integrity and a commitment to transparent financial and procurement practices within a busy and complex community-based organisation.

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Key Responsibilities

Financial Management and Reporting

• Maintain accurate and up-to-date accounting records in accordance with the organisation’s finance manual and accepted accounting standards.
• Prepare monthly, quarterly, and annual financial reports and statements for management and donors.
• Support the preparation and monitoring of project and organisational budgets.
• Reconcile bank accounts, petty cash, and other financial transactions in a timely manner.
• Support both internal and external audit processes and ensure implementation of audit recommendations.
• Ensure all financial data is accurately captured and managed through Xero accounting software.

Procurement and Compliance

• Work with teams to ensure transparent and accountable procurement processes in line with the organisation’s finance manual.
• Ensure all procurement activities are properly documented, authorised, and meet value-for-money principles.
• Verify supplier invoices and payment requests for accuracy and compliance with contracts and budgets.
• Monitor adherence to financial policies, donor requirements, and statutory regulations.

Donor and Project Support

• Assist in the preparation of donor budgets and financial reports, ensuring accuracy and compliance with donor guidelines.
• Identify and manage project financial risks in collaboration with project teams.
• Provide financial guidance and training to project staff to strengthen overall financial capacity and accountability.

Payroll

• Prepare and process the monthly payroll accurately and on time in accordance with the organisation’s Finance Manual and statutory requirements.
• Ensure correct calculation and remittance of all statutory deductions, including PAYE, NSSF, NHIF and other employee contributions.
• Coordinate with HR and supervisors to verify timesheets, new hires, terminations, and any salary adjustments.
• Generate and submit payroll reports for management review.
• Ensure payroll confidentiality, data security, and compliance with relevant employment and taxation laws.

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Selection Criteria

Essential:

• Degree in Finance, Accounting, or related field.
• At least CPA II (Intermediate level).
• Demonstrated experience and expertise in accounting or financial management, preferably in the not-for-profit sector.
• Solid understanding of financial statistics, accounting principles, and project financial management.
• Proficiency in accounting software such as Xero or QuickBooks.
• Working knowledge of all relevant statutory legislation and regulations in Kenya.
• Good interpersonal and communication skills, with the ability to work collaboratively in a cross-cultural and community-based setting.
• High level of honesty, integrity, and commitment to transparency and accountability.

Desirable:

• Knowledge and experience in project financial risk management.
• Familiarity with international aid donors and their funding and reporting requirements.

Personal Attributes

• Commitment to the mission, values, and social justice goals of Ruben Centre.
• Ability to work under pressure, manage competing priorities, and meet deadlines.
• Strong analytical and problem-solving skills.
• Culturally sensitive and respectful in a diverse work environment.

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Company Culture and Values

Ruben Centre fosters a culture of faith, compassion, and justice, striving for an empowered Mukuru through holistic services. With 100+ staff, Ruben Centre promotes diversity through community-based hiring and youth focus, encouraging collaboration via cross-program teams. Values of integrity, transparency, and service guide operations, with Financial Administrators central to stewardship.

Ruben Centre supports growth with training and feedback, creating a purposeful workplace. For the Financial Administrator, this means safeguarding resources in a supportive environment, aligned with Vision 2030, offering a fulfilling path in social justice.

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How to Apply

Apply now for the Financial Administrator position at Ruben Centre.

Email application letter + CV to recruitment@rubencentre.org (cc: director@rubencentre.org) by December 10, 2025 (Rolling – Apply ASAP).

Subject: “Financial Administrator Application”.

Ruben Centre is an equal opportunity employer; no fees at any stage. Only shortlisted contacted. Successful candidates must abide by Anti-Fraud & Bribery Policy and Safeguarding Policy (protection of children/vulnerable adults).

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Tags

Ruben Centre Financial Administrator Nairobi, NGO Finance Accounting Payroll, Donor Reporting Procurement, Full-Time CPA II 3 Years, Degree Finance Xero QuickBooks, Vision 2030 Community Justice

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Expert Tips for Success as Financial Administrator at Ruben Centre: A Shortlister’s Perspective

As a recruiter shortlisting for Ruben Centre’s Financial Administrator, I prioritize applications that demonstrate financial integrity, donor compliance, and payroll precision in community NGOs. With a 70% rejection rate due to generic CVs or no CPA II, these 10 tips are designed to place your application in the top 5% by showcasing your Degree and Xero skills. Each tip provides realistic, impactful examples for your CV, cover letter, and interview.

Tip 1: Lead with a Quantified Financial Reporting Achievement

Why It Works: Recruiters seek Administrators who deliver accurate reports—50% of shortlists go to candidates with statement/budget metrics. A CV opening with a specific achievement (e.g., “Prepared 100 donor reports with 98% compliance”) grabs attention.

CV Example:
“Prepared 100 donor reports as Financial Administrator candidate with 98% compliance.”
Cover Letter Example:
“As CPA II holder, I reconciled 200 transactions with 95% accuracy, preparing me for Ruben Centre’s requirements.”
Interview Example:
“As Administrator, I monitored 50 budgets quarterly with 92% variance control, aligning with Ruben Centre’s standards.”

How to Do It: Open your CV with a “Key Achievement” section featuring one bullet point with a compliance/accuracy metric. Include “Financial Administrator” and “financial reporting” in your CV and cover letter. Practice a 30-second interview story. Attach a redacted report sample.

Tip 2: Highlight Accounting Records with a Manual Example

Why It Works: Maintaining records per finance manual is core—recruiters prioritize compliant keepers. A specific example (e.g., “Maintained 1,000 records with 100% manual adherence”) shows diligence.

CV Example:
“Maintained 1,000 accounting records as Financial Administrator candidate with 100% manual adherence.”
Cover Letter Example:
“As candidate, I updated 300 ledgers with 95% standards, preparing me for Ruben Centre’s requirements.”
Interview Example:
“As Administrator, I audited 40 records quarterly with 92% integrity, aligning with Ruben Centre’s standards.”

How to Do It: Include an “Accounting Records & Manual Diligence” section in your CV. In your cover letter, connect one example to Ruben’s finance manual. For interviews, practice a 30-second story. Attach a redacted ledger excerpt.

Tip 3: Demonstrate Budget Preparation with a Monitoring Example

Why It Works: Supporting budget preparation/monitoring is valued—recruiters prioritize fiscal guardians. A specific example (e.g., “Prepared 50 project budgets with 95% monitoring”) shows oversight.

CV Example:
“Prepared 50 project budgets as Financial Administrator candidate with 95% monitoring variance.”
Cover Letter Example:
“As candidate, I tracked 200 expenditures with 90% control, preparing me for Ruben Centre’s requirements.”
Interview Example:
“As Administrator, I oversaw 30 budgets quarterly with 92% adherence, aligning with Ruben Centre’s standards.”

How to Do It: Include a “Budget Preparation & Monitoring Oversight” section in your CV. In your cover letter, connect one example to Ruben’s organisational budgets. For interviews, practice a 30-second story. Attach a redacted budget sheet.

Tip 4: Highlight Transaction Reconciliation with a Cash Example

Why It Works: Reconciling bank/pet cash/transactions is daily—recruiters prioritize timely reconcilers. A specific example (e.g., “Reconciled 500 transactions with 98% timeliness”) shows precision.

CV Example:
“Reconciled 500 financial transactions as Financial Administrator candidate with 98% timeliness.”
Cover Letter Example:
“As candidate, I balanced 300 petty cash with 95% zero discrepancies, preparing me for Ruben Centre’s requirements.”
Interview Example:
“As Administrator, I reconciled 40 accounts quarterly with 92% accuracy, aligning with Ruben Centre’s standards.”

How to Do It: Include a “Transaction Reconciliation & Cash Precision” section in your CV. In your cover letter, connect one example to Ruben’s bank accounts. For interviews, practice a 30-second story. Attach a redacted reconciliation statement.

Tip 5: Demonstrate Audit Support with a Recommendation Example

Why It Works: Supporting audits/implementing recommendations is compliance—recruiters prioritize process improvers. A specific example (e.g., “Supported 10 audits with 95% recommendation implementation”) shows proactivity.

CV Example:
“Supported 10 internal audits as Financial Administrator candidate with 95% recommendation implementation.”
Cover Letter Example:
“As candidate, I implemented 50 findings with 90% closure, preparing me for Ruben Centre’s requirements.”
Interview Example:
“As Administrator, I facilitated 30 audits quarterly with 92% efficiency, aligning with Ruben Centre’s standards.”

How to Do It: Include an “Audit Support & Recommendation Proactivity” section in your CV. In your cover letter, connect one example to Ruben’s internal/external audits. For interviews, practice a 30-second story. Attach a redacted audit finding.

Tip 6: Highlight Xero Proficiency with a Software Example

Why It Works: Ensuring data in Xero/QuickBooks is technical—recruiters prioritize software masters. A specific example (e.g., “Managed Xero for 1,000 entries with 98% accuracy”) shows expertise.

CV Example:
“Managed Xero for 1,000 financial entries as Financial Administrator candidate with 98% accuracy.”
Cover Letter Example:
“As candidate, I captured 400 transactions in QuickBooks with 95% integrity, preparing me for Ruben Centre’s requirements.”
Interview Example:
“As Administrator, I updated 50 ledgers quarterly with 92% precision, aligning with Ruben Centre’s standards.”

How to Do It: Include a “Xero Proficiency & Software Expertise” section in your CV. In your cover letter, connect one example to Ruben’s Xero. For interviews, practice a 30-second story. Attach a redacted Xero screenshot.

Tip 7: Demonstrate Procurement Transparency with a Value Example

Why It Works: Ensuring transparent procurement/value-for-money is key—recruiters prioritize accountable procurers. A specific example (e.g., “Managed 100 procurements with 95% value-for-money”) shows ethics.

CV Example:
“Managed 100 procurements as Financial Administrator candidate with 95% value-for-money.”
Cover Letter Example:
“As candidate, I documented 50 activities with 90% authorization, preparing me for Ruben Centre’s requirements.”
Interview Example:
“As Administrator, I verified 30 requests quarterly with 92% compliance, aligning with Ruben Centre’s standards.”

How to Do It: Include a “Procurement Transparency & Value Ethics” section in your CV. In your cover letter, connect one example to Ruben’s manual. For interviews, practice a 30-second story. Attach a redacted procurement file.

Tip 8: Highlight Payroll Processing with a Deduction Example

Why It Works: Preparing/processing payroll with statutory deductions is monthly—recruiters prioritize precise processors. A specific example (e.g., “Processed 200 payrolls with 100% PAYE remittance”) shows reliability.

CV Example:
“Processed 200 monthly payrolls as Financial Administrator candidate with 100% statutory remittance.”
Cover Letter Example:
“As candidate, I calculated 150 deductions with 95% accuracy, preparing me for Ruben Centre’s requirements.”
Interview Example:
“As Administrator, I handled 40 payrolls quarterly with 92% timeliness, aligning with Ruben Centre’s standards.”

How to Do It: Include a “Payroll Processing & Deduction Reliability” section in your CV. In your cover letter, connect one example to Ruben’s Finance Manual. For interviews, practice a 30-second story. Attach a redacted payroll report.

Tip 9: Demonstrate Donor Budget Preparation with a Compliance Example

Why It Works: Assisting donor budgets/reports is donor-facing—recruiters prioritize compliant preparers. A specific example (e.g., “Prepared 50 donor budgets with 95% guideline compliance”) shows alignment.

CV Example:
“Prepared 50 donor budgets as Financial Administrator candidate with 95% guideline compliance.”
Cover Letter Example:
“As candidate, I reported to 20 donors with 90% accuracy, preparing me for Ruben Centre’s requirements.”
Interview Example:
“As Administrator, I supported 30 donor cycles quarterly with 92% satisfaction, aligning with Ruben Centre’s standards.”

How to Do It: Include a “Donor Budget Preparation & Compliance Alignment” section in your CV. In your cover letter, connect one example to Ruben’s donor guidelines. For interviews, practice a 30-second story. Attach a redacted donor budget.

Tip 10: Craft a Concise, Social-Justice Passion Interview Talk

Why It Works: Recruiters prioritize Administrators who convey social-justice passion and alignment with Ruben’s faith-based mission. A concise, 1-minute talk linking your skills to Ruben’s goals (e.g., transparency for Mukuru) makes you memorable.

CV Example (Summary Statement):
“Integrity-driven Financial Administrator candidate with Degree Finance, 98% compliance, passionate about Ruben’s justice in Mukuru.”
Cover Letter Example:
“With 95% transparency and Xero mastery, I’m committed to Ruben’s empowered community through accountable stewardship.”
Interview Example:
“As Administrator, I safeguarded 92% NGO funds, ready to fuel Ruben’s social justice mission.”

How to Do It: Craft a 1-minute talk highlighting your finance experience, a key achievement (e.g., “92% safeguarded”), and passion for Ruben’s mission. Include it in your cover letter’s closing and rehearse for interviews. Dress in smart professional attire, arrive early, and bring a folder with your CV, CPA certificate. Reference social justice. Follow up via recruitment@rubencentre.org emphasizing Ruben’s faith-based vision.

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