Finance and Administrative Officer – Savana Signatures

Job Description

Purpose of the Role

The Administrative Assistant provides clerical and administrative support to ensure the smooth and efficient operation of the office. The role involves managing documentation, assisting with office coordination, supporting staff logistics, and maintaining organized administrative systems.

Key Responsibilities

1. Office Support

• Provide general administrative and clerical support to the office.
• Ensure the office environment is organized and properly maintained.
• Assist in managing office supplies and ensure timely replenishment.
• Support day-to-day office operations.

1. Documentation and Record Keeping

• Maintain filing systems for both electronic and physical documents.
• Assist in preparing letters, memos, reports, and other official documents.
• Receive, record, and distribute incoming and outgoing correspondence.
• Ensure proper documentation and safe storage of records.

1. Meeting and Event Coordination

• Assist in scheduling meetings and preparing meeting materials.
• Take meeting minutes when required and circulate them to relevant staff.
• Support the organization in organizing workshops, trainings, and official events.

1. Communication and Front Desk Duties

• Receive visitors and direct them to appropriate offices or staff.
• Answer phone calls and respond to basic inquiries.
• Maintain professional communication with staff, partners, and stakeholders.

1. Logistics and Administrative Support

• Assist with staff travel arrangements and logistics.
• Support procurement processes by preparing basic documentation.
• Help maintain the office asset register and inventory records.

Key Responsibilities

1. Financial Management

• Maintain accurate financial records and accounting systems.
• Prepare payment vouchers, receipts, and other financial documents.
• Process payments to staff, vendors, and service providers.
• Maintain cashbooks, ledgers, and bank reconciliation statements.
• Assist in the preparation of budgets and financial reports.
• Monitor project expenditures and ensure they align with approved budgets.
• Support financial audits by organizing and providing required documentation.

1. Budgeting and Financial Reporting

• Assist in the preparation of annual budgets and project budgets.
• Track expenditures and ensure financial discipline across project budgets
• Assist in preparing monthly, quarterly, and annual financial reports.
• Ensure compliance with donor and organizational financial policies.

1. Procurement and Logistics Support

• Support procurement processes in accordance with organizational policies.
• Prepare purchase requests and monitor procurement documentation.
• Track office assets and maintain an updated asset register.
• Coordinate logistics for meetings, trainings, and project activities.

1. Administrative Management

• Oversee daily office administration and ensure smooth operations.
• Maintain office filing systems for administrative and financial records.
• Manage office supplies and ensure timely replenishment.
• Coordinate office maintenance and service providers.

1. Staff and Operational Support

• Support staff travel arrangements, including per diem and logistics.
• Assist in organizing meetings, workshops, and official events.
• Provide administrative support to management and project teams.

1. Compliance and Policy Implementation

• Ensure adherence to organizational financial and administrative policies.
• Maintain confidentiality of financial and organizational information.
• Support implementation of internal controls and risk management procedures.

Required Qualifications

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field.
• Professional qualification such as ACCA, ICA, CIMA (partly qualified) is an advantage.

Administrative

Required Experience

• Minimum 3 years of experience in finance and administration.
• Experience working in NGOs, donor-funded projects, or development organizations is an added advantage.

Skills and Competencies

• Strong accounting and financial management skills
• Knowledge of financial reporting and budgeting
• Proficiency in Microsoft Excel and QuickBooks accounting software
• Strong organizational and record-keeping skills
• Good communication, analytical, and interpersonal skills
• Collaborative, Trustworthy, receptive to feedback, and eager to learn.

Application Instructions

Interested applicants should submit:

1. Cover letter (max 2 pages) demonstrating suitability for the role;
2. CV (max 4 pages);
3. Contacts of three referees (including at least one recent supervisor).

Submission method: vacancy@savsign.org
Subject line: Application – Finance and Administrative Officer
Deadline: Friday, 27^th March, 2026
Only shortlisted applicants will be contacted.