Finance and Administration Officer

Role Overview

This position keeps the financial and administrative engine of Raymark Ltd running smoothly by handling the day-to-day transactions, records, and office routines that would otherwise overwhelm the Finance Manager. You will split your time between processing money movements and paperwork accurately, and keeping the office itself organised—from procurement and vendor follow-ups to staff records and compliance files. Your ability to handle both finance tasks and general administration with minimal supervision directly affects how efficiently the finance function and the wider office operate.

Key Responsibilities

• Prepare and process invoices, payments, petty cash replenishments, and staff expense reimbursements, ensuring every transaction has proper approval and supporting documentation.
• Assist in drafting financial reports, budget schedules, and cash flow forecasts, while posting journal entries and performing bank and ledger reconciliations.
• Maintain complete and organised financial records—both digital and physical—so that information can be retrieved quickly for audits, tax filings, and management reviews.
• Ensure all payments and filings comply with Kenyan statutory obligations including PAYE, SHIF, NSSF, and VAT, and help prepare documentation required for internal and external audits.
• Coordinate procurement by obtaining quotations, creating purchase orders, tracking deliveries, and updating vendor files to keep purchasing transparent and cost-controlled.
• Oversee office consumables and supplies by monitoring stock levels, placing replenishment orders, and maintaining inventory records.
• Manage routine administrative duties such as renewing company licenses and insurance policies, archiving correspondence, scheduling internal meetings, and organising travel or event logistics.
• Support light HR tasks including posting job adverts, scheduling interviews, updating personnel files, and tracking leave balances, timesheets, and appraisal deadlines.

Requirements & Qualifications

• Diploma in a business-related field such as accounting, finance, or business administration.
• CPA Intermediate level (Section IV) or equivalent professional accounting certification is strongly preferred.
• At least 2 to 3 years of combined finance and administration experience, ideally within a fast-paced organisation where deadlines and multitasking are the norm.
• Hands-on proficiency with accounting platforms such as QuickBooks, Sage, or comparable ERP systems, including the ability to post entries and generate basic reports.
• Advanced Excel skills (vlookups, pivot tables, basic formulas) and solid command of Microsoft Word for drafting correspondence and formatting reports.
• Scrupulous attention to accuracy, proven integrity when handling sensitive financial data, and the discretion to manage confidential staff and company information.
• Strong organisational ability to balance multiple priorities—such as payment runs, procurement follow-ups, and audit preparation—without losing sight of deadlines.
• Clear written and verbal communication to interact with vendors, auditors, staff, and external agencies, plus the confidence to work independently while remaining a collaborative team member.