ACCOUNTS & ADMINISTRATIVE ASSISTANT

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Background: Africa Institute of Mental and Brain Health (AFRIMEB) is a non-governmental organization in Kenya, dedicated to research in mental and neurological health and substance use, to generate evidence for policy and best practice in the provision of affordable, appropriate, available, and accessible mental health services.

Position Summary: The Accounts & Administrative Assistant will support the organization’s Finance and Administration functions by maintaining accurate financial records, processing transactions, supporting donor-funded project accounting, monitoring project expenditures, and assisting with financial reporting and audits. The position will also provide general administrative support to research and project teams.

Key Responsibilities

• Maintaining accurate and up-to-date accounting records for the organization and donor-funded projects.
• Recording, processing, and maintaining accurate financial transactions in line with the organization’s financial policies and procedures.
• Preparing payment vouchers, receipts, invoices, and other supporting financial documents.
• Assisting with accounts payable, accounts receivable, petty cash, and bank reconciliations.
• Assisting with the preparation of monthly, quarterly, and annual financial reports.
• Supporting in the preparation of financial reports and schedules for donor-funded projects.
• Monitoring project expenditure against approved budgets and highlighting significant variances.
• Ensuring expenses are correctly allocated to the relevant project, grant, and budget line.
• Maintaining complete and organized supporting documentation for donor-funded expenditure.
• Assisting with the preparation and coordination of internal and external audits, including compiling financial records, schedules, and supporting documentation required for the audit process.
• Maintaining and updating the organization’s fixed asset register.
• Processing staff reimbursements, travel advances, workshop expenses, and other research-related expenditures.
• Providing general administrative support to the Finance and Administration team.
• Supporting procurement and payment processes in line with organization and donor requirements.
• Coordinate and maintain records for staff, office space, electronic devices (e.g., phones, laptops), company credit cards, and office keys.
• Coordinate human resources processes, e.g., recruitment, contract renewals, and orientation for new staff.
• Coordinate onboarding and training of new staff
• Process consultancy and sub-awardee contracts
• Oversee the maintenance of vacancy announcement files and carry out preliminary evaluations of applicants for vacancies.
• Communicate to staff on general staff matters and manage the staff leave program
• Coordinate the development and review of organizational policies and manuals
• Assist in maintenance of proper filing system for administrative, finance and projects’ documentation
• Assist in organizing storage of all goods procured, maintain and update inventory list in accordance with audit requirements alongside the procurement and inventory manual.
• Conduct physical stock count at the end of every week.
• Reading, monitoring, and responding to the organization’s email and escalating any matter when necessary.
• Any other duties as reasonably requested by Management. 

Qualifications and Experience:

• Bachelor’s degree in accounting, Finance, or a related accounting field, or CPA Part II and above.
• At least two (2) years of practical experience working as an Accountant or in a similar accounting role.
• Experience working in an NGO or donor-funded environment will be an added advantage.
• Experience with donor-funded projects, grant accounting, budget monitoring, and financial reporting is desirable.
• Good knowledge of accounting principles, financial controls, and financial reporting.
• Experience in the use of computers and office software packages (MS Word, Excel, etc.).
• Fluency in both oral and written English
• Understanding of labor laws and statutory requirements
• Exceptional leadership, planning and organizing skills,
• Human resource management experience is an added advantage

Applicants should also have demonstrated abilities in the following:

• Good Communication, excellent presentation skills, and interpersonal skills.
• Have high personal standards, a strong work ethic, be a team player, be dedicated, have integrity, be motivated, and have a high level of organization.
• Self-driven and able to work with minimal supervision.
• Ability to demonstrate problem-solving approaches and patience
• Able to meet deadlines and manage competing priorities.
• Comfortable working with numbers and financial records.
• Ability to learn and work under pressure
• Excellent time management skills with the ability to meet strict deadlines.
• High level of confidentiality and integrity
• Attention to detail and accuracy
• Flexibility

Application Instructions:  We invite all candidates meeting the required qualifications to send an application letter and a detailed CV to careers@amhf.or.ke and indicate ACCOUNTS AND ADMINISTRATIVE ASSISTANT 2026 as the subject line. Applications should be received by 2^nd September,2026.

NB:

Only shortlisted candidates will be contacted.  Canvassing will lead to automatic disqualification.