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.
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