Finance and Administration Officer at Daughters of Mary Mother of Mercy (DMMM) - St. Joseph’s Eye Hospital Mgbirichi

Reports to: Project Manager
Technical Reporting Line: Finance Manager / Finance Department

Job Summary

The Finance and Administration Officer is responsible for supporting the financial and administrative management of the project to ensure effective, efficient, and compliant use of project resources. The position oversees budget monitoring, bookkeeping, financial controls, procurement, contracting, and general administrative functions in line
with donor requirements and organizational policies. The Finance and Administration Officer works closely with the Project Manager, project team, and the finance department to support smooth project implementation, ensure efficient use of funds and accountability.

Key Roles and Responsibilities

Financial Management & Budget Monitoring

• Support preparation, monitoring, and management of the project budget in collaboration with the Project Manager and finance department.
• Track project expenditures against approved budgets and work plans, ensuring alignment with donor and organizational guidelines.
• Maintain accurate and uptodate financial records, including vouchers, receipts, and supporting documentation.
• Support preparation of financial forecasts, budget revisions, and variance
  analyses.

Bookkeeping & Financial Reporting

• Ensure accurate bookkeeping and entry of project transactions into the financial system in line with internal controls.
• Support preparation of periodic financial reports (monthly, quarterly, and annual) for internal management and donor reporting.
• Ensure timely reconciliation of cash, bank statements, and advances.
• Support audit processes by preparing documentation and responding to audit queries as required.

Procurement & Contract Management

• Support procurement planning and ensure procurement processes comply with donor regulations and organizational procurement policies.
• Prepare and manage procurement documentation, including requests for quotations, bid evaluations, and contracts.
• Support management of contracts and agreements with consultants, suppliers, and service providers.
• Maintain accurate procurement and contract records.

Administrative & Office Management

• Support general administrative functions for the project, including filing, recordkeeping, and asset management.
• Ensure proper management and documentation of project assets and inventories.
• Support logistics arrangements for trainings, workshops, meetings, and field activities.
• Coordinate administrative support to project staff and field teams as required.

Compliance, Controls & Safeguarding

• Ensure compliance with donor financial guidelines, internal financial policies, and safeguarding requirements.
• Support implementation of internal financial controls and risk mitigation measures.
• Promote transparency, accountability, and value for money in project operations.

Coordination & Team Support

• Work closely with the Project Manager and project team to support effective implementation of planned activities.
• Liaise with the finance department, auditors, and other relevant departments as required.
• Provide financial and administrative guidance to project staff and partners where appropriate.

Required Qualifications

• Bachelor’s degree in Accounting, Finance, Business Administration, Economics, or a related discipline.
• Professional certification (e.g. ICAN, ACCA, ANAN) or progress toward certification is an advantage.

Experience

• Minimum of 3–5 years’ experience in finance and administration roles, preferably within NGO or donor-funded projects.
• Experience managing project budgets, bookkeeping, procurement, and financial reporting.
• Familiarity with donor financial requirements and audit processes.
• Experience working with development or health sector projects is an added
  advantage.

Technical Skills

• Strong knowledge of financial management, accounting principles, and internal controls.
• Experience with accounting or financial management software.Proficiency in Microsoft Office applications, particularly Excel.
• Good understanding of procurement and contract management processes.
• Strong organizational and documentation skills.

Competencies & Attributes

• High level of integrity, accuracy, and attention to detail.
• Strong planning, organizational, and timemanagement skills.
• Ability to work independently and as part of a multidisciplinary team.
• Good communication and interpersonal skills.
• Commitment to transparency, accountability, and ethical financial management.
• Fluency in written and spoken English; knowledge of local languages is an asset.
• Willingness to support field activities when required.