Job Summary

The Accounting and Administrative Officer is responsible for all accounting and administrative functions required to support all GFF operations across all offices - ensuring a highly functioning, compliant, and responsive work environment. A key focus of the position is to proactively identify and resolve accounting, operational and logistical gaps. It is a “service-oriented position” and requires a high level of service to GFF staff to ensure efficient day-to-day and long-term functioning of GFF operations. The role is both strategic and hands-on, working closely with leadership and program teams to deliver timely, efficient, and high-quality support. The Accounting and Administrative Officer also supervises the Procurement and Logistics Officer and Office assistant, and contributes to decision-making as a key member of the management team

Key Responsibilities

1. Financial Management

● Prepare and share accurate financial reports by the 5th of each month and submit bank reconciliations by the 10th monthly.

● Post all financial transactions to QuickBooks within 24 hours of receiving payment proof.

● Review, approve and process requisitions within 1 working day. Review and approve accountabilities within 3 working days.

● Ensure all partner salary payments are made within 1 week before quarter-end.

● Approve supplier invoices, staff expense claims, partner MOUs, and ensure proper budget coding.

● Develop and execute the Finance Manual effectively.

● Prepare and maintain financial forecasts, annual budgets, and quarterly plans in consultation with the ED and management team.

● Support financial due diligence and assessment of projects.

● Consolidate and submit budget variance reports for all projects to the ED and Director Biomedical programs monthly.

● Ensure compliance with internal policies, statutory obligations, and donor requirements.

● Organize and chair internal audit and finance review meetings.

● Ensure the accounting system is audit-ready with reconciled and accurate data.

2. Procurement and Asset Management

● Ensure proper procurement procedures are followed to obtain quality goods/services at fair prices.

● Supervise procurement and shipment officer and operations to ensure timely acquisition and prioritization of tasks (under 2 weeks for local items, 1 month for international).

● Ensure procurement and shipment reports are submitted monthly.

● Maintain asset register on CMMS Maintain and tag all new equipment.

● Ensure that all GFF operational licenses (e.g. NDA, URA, customs) are valid and renewed.

● Ensure appropriate contracts for suppliers and services are in place and aligned with GFF goals.

● Oversee vendor/service provider performance and conduct annual review (e.g. service contracts, car hire providers, insurances etc).

3. Staff Facilitation & Administrative Support

● Maintain adequate stock of all office supplies—no depletion at any time. Purchase and restock supplies by the 5th of every month.

● Address all staff-reported gaps within 1 week (e.g. internet, transport, utilities).

● Ensure utilities (electricity, water, internet, garbage, security, rent etc.) are paid on time and are not disrupted.

● Facilitate travel logistics: Book car hires in on time for staff travel. Confirm flight bookings within 1 day of request. Coordinate hotel bookings.

● Conduct staff orientation within 1 week of reporting.

● Update all MOUs with partners at least 2 months before expiration.

● Organize and ensure 100% staff attendance for monthly team-building and end-of-month activities.

● Manage and monitor staff leave schedules. Ensure leave is taken quarterly.

● Ensure the office is clean, organized and ready for use by 8:00 AM daily.

4. Staff Supervision and Planning

● Develop annual work plans for supervised staff by January 20.

● Monitor work plan implementation quarterly.

● Conduct staff appraisals every 6 months and annually.

5. Human Resources & Compliance

● Review and ensure all GFF staff contracts are updated at least 2 months before expiry.

● Ensure payroll is processed and all staff salaries paid by the 25th of each month.

● Maintain updated HR files for all staff (checked quarterly).

● Track and support timely staff appraisals across the organization. Conduct bi-annual appraisal for staff directly supervised.

● Ensure GFF HR practices are aligned with each country’s labor laws.

● Support management in developing and implementing an HR manual compliant with local labor laws.

● Ensure new staff contracts are signed timely and include all required documentation (NSSF, bank details, CV, tax ID, etc.).

● Implement and document staff disciplinary processes.

● Continuously improve staff development and motivation tools.

● Support recruitment processes, onboarding, and staff orientation.

6. Strategic Operations and Capacity Building

● Identify and address administrative gaps that affect team performance.

● Serve as the lead point of contact for all administrative issues raised by staff.

● Lead capacity-building initiatives for staff on finance, compliance, and admin policies.

● Regularly review internal systems and recommend improvements for better service delivery.

Qualifications and Competencies

● Bachelor's degree in Finance and Accounting. CPA/ACCA and formal training in administration is an added advantage.

● Minimum of 5 years’ experience in financial and administrative management in an INGO/ NGO

● Demonstrated ability to manage both strategic systems and daily logistics.

● Experience with QuickBooks.

● Strong leadership, communication, and interpersonal skills.

● High ethical standards, discretion, and attention to detail.

● Service-oriented mindset with a commitment to supporting others' success.