KCB Foundation, in collaboration with the Bill and Melinda Gates Foundation (BMGF), is seeking a qualified professional to support the successful implementation of the DigiFLaME Project in Kenya. This project is designed to deliver a digital financial solution tailored to the needs of low-income women across the country. The Foundation now invites applications from experienced individuals for the role of Finance and Administration Officer – BMGF Project.
The position will play a critical role in ensuring effective financial and administrative operations, promoting compliance with donor guidelines, and supporting the achievement of the project’s financial objectives. The ideal candidate will report directly to the Finance and Administration Manager – BMGF Project and be part of a dynamic team dedicated to promoting financial inclusion.
This opportunity is structured as a one-year fixed-term contract, with the possibility of renewal subject to funding and performance. The selected candidate will be expected to work in close coordination with both internal departments and external stakeholders to ensure smooth financial operations, adherence to compliance requirements, and efficient procurement processes.
The Foundation is an equal opportunity employer. Persons with disabilities who meet the criteria are encouraged to apply. Only shortlisted candidates will be contacted.
Position: Finance and Administration Officer – BMGF Project
Location: Kenya (Project Office)
Reporting To: Finance and Administration Manager – BMGF Project
Contract Type: One-year fixed-term
Application Deadline: Friday 19th September 2025
Job Description
The Finance and Administration Officer will support all finance and administrative responsibilities related to the DigiFLaME Project. This includes overseeing budget implementation, managing procurement processes, supporting compliance, and facilitating reporting processes in line with donor expectations and organizational procedures.
The position is critical in ensuring that project funds are managed in a transparent and accountable manner, that expenditures align with project goals, and that internal controls are adhered to. The Officer will work closely with internal teams, partner organizations, vendors, and the donor to ensure full alignment with project expectations.
Below is a detailed breakdown of the responsibilities and scope of work associated with this role:
Key Responsibilities
1. Budget Monitoring and Financial Oversight
- Monitor and manage the DigiFLaME Project budget to ensure efficient resource utilization in accordance with the financial plan.
- Track project expenditures to ensure alignment with approved budgets and alert management to any discrepancies.
- Support budget revisions and re-forecasting exercises in coordination with the Finance and Administration Manager.
2. Donor Compliance and Financial Regulation Adherence
- Ensure full adherence to the financial policies and regulations outlined by the Bill and Melinda Gates Foundation and other stakeholders.
- Maintain an up-to-date understanding of donor-specific financial reporting and procurement requirements.
- Collaborate with the internal compliance team to ensure that financial activities are in line with audit and donor expectations.
3. Financial Resource Management
- Effectively manage financial resources to support the successful implementation of all components of the DigiFLaME Project.
- Oversee the disbursement of funds to ensure timeliness and accuracy in payments.
- Ensure that all financial transactions are appropriately recorded and backed by supporting documentation.
4. Financial Reporting
- Generate accurate and timely financial reports to support both internal decision-making and external accountability.
- Prepare monthly, quarterly, and annual reports as required by the Foundation and the donor.
- Collaborate with the Finance and Administration Manager to present financial reports during internal reviews and external audits.
5. Partner Organization Compliance Monitoring
- Monitor financial compliance among partner organizations involved in the project.
- Review financial submissions from partners to verify consistency with donor requirements and budget allocations.
- Provide capacity-building support to partners in financial reporting and compliance management.
6. Quality Assurance and Internal Controls
- Promote a culture of financial accountability and quality assurance within the project.
- Work with relevant departments to implement strong internal controls that mitigate financial risks.
- Ensure proper documentation and filing of financial records to support future audits and reviews.
7. Project Payments and Expense Processing
- Ensure timely and accurate processing of project payments, including vendor invoices, partner disbursements, and staff reimbursements.
- Maintain a detailed payment tracker to monitor outstanding obligations and disbursements.
8. Advance and Reconciliation Management
- Review and verify all expense advance forms and expense reconciliation forms prior to submission to the Program Accountant.
- Ensure that documentation supporting advances and reconciliations meets internal and donor guidelines.
9. Procurement Support and Bid Management
- Support the procurement process for goods and services required under the DigiFLaME Project.
- Coordinate bid solicitation, evaluation, and selection processes in compliance with the donor’s procurement policy.
- Collaborate with the procurement team and other stakeholders to manage vendor contracts and ensure timely delivery of goods and services.
10. Project Asset and Resource Allocation
- Maintain an up-to-date inventory of all project assets, ensuring that asset management processes are compliant with organizational standards.
- Oversee allocation of project resources such as office supplies, telephone airtime, and taxi reimbursements.
- Manage the reconciliation of claims to ensure accuracy and prevent duplications.
11. Team Resource Management
- Ensure that the project team is sufficiently resourced to operate efficiently by proactively addressing logistical and operational needs.
- Collaborate with the administration team to support travel arrangements, meeting logistics, and other operational requirements.
12. Documentation and Record-Keeping
- Maintain organized and secure financial records in line with the Foundation’s documentation policies.
- Ensure that all procurement, payment, and financial reporting documents are properly stored and accessible for audits and reviews.
Additional Information
- The Finance and Administration Officer will be required to liaise with various internal and external stakeholders including procurement teams, finance departments, partner organizations, and vendors.
- The position requires a proactive approach to problem-solving and a high level of attention to detail, especially in matters of compliance, budget oversight, and reporting.
- The successful candidate should demonstrate strong organizational skills and the ability to meet tight deadlines in a high-pressure project environment.
- The role may require occasional travel to field locations within Kenya, depending on project needs.
Application Information
Interested and qualified candidates are encouraged to submit their applications by Friday, 19th September 2025. The role is offered on a one-year fixed-term basis, and only those shortlisted for further consideration will be contacted.
Qualified candidates with disability are encouraged to apply.
To apply, please send your application via email to:
[Insert official HR or recruitment email address here]
No physical submissions will be accepted. Please ensure that your application includes an updated CV and a cover letter outlining your interest and qualifications for the role. Late submissions will not be considered.
For more details about KCB Foundation and its work in promoting inclusive development across Kenya, candidates are encouraged to visit the organization’s official website or review the Foundation’s past and ongoing initiatives.
Note: This job advertisement is published for informational purposes on behalf of KCB Foundation and is suitable for posting on third-party job boards, professional networking sites, and industry-specific employment platforms.
Only shortlisted candidates will be contacted.
