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
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.
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.
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.
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.
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)
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.
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.
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.
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.
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.
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 3 - 5 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.