Finance & Operations Assistant at Urgent Action Fund-Africa
Who we are Urgent Action Fund-Africa (UAF-Africa) is a
consciously feminist and women’s human rights panAfrican Fund, registered in
Kenya and Zimbabwe. Operating as a virtual organisation, the Fund boasts of
strategic presence in Africa’s three sub-regions- East Africa: Nairobi- Kenya,
Kampala-Uganda; Southern Africa: Harare- Zimbabwe, Lilongwe- Malawi,
Antananarivo- Madagascar, Johannesburg, Pretoria & Cape Town- South Africa,
Gaborone- Botswana; and Central Africa: Yaoundé & Douala -Cameroon. Recognising
the need to move resources rapidly on a continent where opportunities and
threats arise and decline quickly, UAF-Africa uses a Rapid Response Grant
making mechanism to support unanticipated, time sensitive, innovative, and
unique initiatives that promote women’s agency in democratic governance,
economic, environmental and climate justice, natural resources governance and
conflict transformation while protecting their personhood, integrity, and
rights.
Position Overview
The position provides support to the Finance &
Operations portfolio by providing robust financial administration through
efficient use of the Fund’s resources, assist with maintaining financial
records in support of accounting activities, preparing reports, payments and
reconciliations, executing transactions, and analysing financial data to
provide insights for decision- making, and statutory compliance under the
direct guidance of the Finance & Operations Manager.
Specific Responsibilities
Financial Operations and Management Support
- Preparation
of payment vouchers upon validation of underlying documents.
- Updating
QuickBooks.
- Conducting
monthly bank, cash and credit card reconciliations.
- Monitor
cash/ bank balances for effective reporting.
- Filing
monthly returns such as PAYE, NSSF, NHIF and ensuring compliance with
statutory regulations, e.g., NGO returns.
- Assisting
in liaising with HR to ensure the timely preparation of payroll and other
staff benefits.
- Assist
in the review of petty cash for the Nairobi Office, Harare Office and the
healing farm.
- Assist
in the preparation of various financial reports in a timely and required
format.
- Assist
with project audits and institutional audits processes and implement audit
recommendations in day-to-day delivery.
- Assist
with the preparation of annual budgets, proposal budgets and donor
financial reports.
- Assist
to monitor budgets to ensure that there are sufficient funds for planned
program activities as assigned by the supervisor.
- Ensure
updating of the fixed assets register & office equipment list and
ensure safe use/custody.
- Ensure
all Fund’s equipment and assets are fully insured at all times. • Maintain
portfolio electronic and hard copy filing system for ease of reference and
retrieval.
Grantmaking Support
- Grants
administration- assist in the timely voucher preparation of sub-grants
awarded upon validation of underlying documents, and inform the
grantmaking team
- Assist
with initiating the payment instructions at the bank for all grants
awarded after verifying the underlying documents to support the payments.
- Assist
in updating the grantmaking database. Generate data & reports from the
database as a source of information for complementary portfolios.
- Assist
the Grantmaking & Finance functions in the preparation of Fund-related
reports for Heads of programmes and funding partners.
- Assist
in monitoring expenditure and compiling BVA reports for various
programmes/projects and continuously update UAF-Africa’s finance plan.
- Keep
grantees informed on the status of the grant awards, including confirming
with all that they received the funds.
- Assist
in reviewing grantee’s financial reports, including their supporting
documents, and offer feedback as guided by the supervisor.
Other Responsibilities
- Providing
periodic reports for internal/external communications to the team and
other stakeholders.
- Work
with the Operations team in ensuring the smooth running of the Nairobi
office and staff working virtually across the African continent.
- Maintaining
open and fluid communications with all vendors and contractors.
- Any
other responsibilities as assigned within the portfolio.
Qualifications
- Bachelor’s
degree in Finance, Accounting, Economics, Business Studies or equivalent
- CPA
Part II or equivalent
Skills and Experience
- Minimum
of 3 years’ relevant work experience working in or with organisations in
Africa, preferably women’s rights or social justice-oriented
organisations.
- Familiarity
with grantmaking is an added advantage.
- Experience
working with QuickBooks software is an added advantage.
- Excellent
written and verbal communications in English. French linguistic abilities
would be plus.
- Strong
analytical, presentation, planning and organisational skills.
- Ability
to perform detailed work, frequently of a confidential nature and/or to
handle a large volume of work systematically, optimally and accurately.
- Passionate
about UAF-Africa’s mission, committed to teamwork, and achieving results,
including a commitment to trust-based transformative grantmaking,
community-led development, and grassroots movement building.
- Experience
working in a virtual setup with seamless task coordination, managing
multiple deadlines.
- Proven
experience working effectively in a cross-cultural team.
- Flexible
and willing to perform other tasks as assigned, in a fast-paced,
team-oriented work environment
- UAF-Africa
is a part of a global UAF-Sisterhood network, and staff are expected to
occasionally work collaboratively with UAF-Sister Funds
. Work Environment
- This
is a regional position that involves some national and regional travel.
UAF-Africa is an equal opportunity employer that does not discriminate in
its hiring practices. In order to build the strongest possible workforce,
UAF-Africa actively seeks a diverse applicant pool. The Fund is committed
to creating an inclusive environment for all employees. The position is
based in Nairobi, Kenya.
Programmes Administrative Support Intern at Urgent Action Fund-Africa
Position Overview
The Programmes Administrative Support Intern will conduct a
range of programme, and administrative tasks across the programme’s portfolio
of the Fund. The position will support the coordination of diverse projects
ongoing within the Fund to ensure timely and quality delivery of high
professional standards. Reporting to the Programs Director, the role will
provide administrative and project coordination support independently with the
overall objective of achieving the Fund’s program goals.
Specific Responsibilities
- Supports
information synthesis to generate trends on key programmatic areas.
- Supports
in the documentation of programmes learnings and successes.
- Supports
existing systems to monitor and track various programmes, delivery, and
compliance obligations.
- Supports
the development of programmatic briefs and reports.
- Supports
coordination of the Programmes calendar including identifying key
milestones and deadlines and flag follow-up.
- Assists
in organising and coordinating programme internal and external
meetings/events including scheduling and documentation of discussions.
- Provide
logistical support in organising programmes’ related events/meetings and
any other related activities/initiatives.
Qualifications
- Degree
in Social Sciences, Women’s Studies, Political Sciences, International
Development, Law or related fields.
Skills and Experience
- At
least 1 year of experience in supporting the coordination of projects,
especially on the administrative front
- Excellent
organizational skills (including organizing processes) and ability to
multitask.
- Excellent
written and verbal communications in English. French is a plus.
- An
understanding of gender equality and women’s rights issues, particularly
in Africa is a plus.
- Ability
to perform detailed work, frequently and/or to handle a large volume of
work systematically, optimally, and accurately.
- Able
to identify project needs, develop a detailed timeline for completion,
oversee schedules, and milestone management.
- Ability
to contribute on a team and coordinate assignments to achieve common
goals.
- Excellent
interpersonal, public speaking, writing, and negotiation skills.
- Experience
working in a virtual work environment is an added advantage.
Logistics Assistant at Urgent Action Fund-Africa
Objective of the Role
- The
objective of this role is to ensure smooth communication and support for
Frenchspeaking participants by managing the Help Desk, responding to
inquiries, pre and
- during
the Festival.
Scope of Work / Responsibilities
- Serve
as the first point of contact for bilingual English/French participant
inquiries regarding Festival logistics and preparation.
- Provide
information (in French) on event schedule, venue layout, transportation,
accommodation, dining, and other logistics.
- Maintain
a daily record of inquiries and resolutions for reporting.
- Translate
Help Desk communications (written and verbal) between French and English
where required.
- Support
real-time translation for participants seeking logistical clarity.
- Provide
support as needed to French speaking participants via phone, email &
in person as briefed.
- Work
closely with the Festival team to escalate and resolve issues promptly.
- Report
daily to the assigned supervisor on key participant needs and recurring
issues.
- Support
the implementation of accessibility measures for French speaking
participants with special needs.
Deliverables
- Daily
log of Help Desk inquiries, responses, and resolutions.
- Final
summary report highlighting common participant concerns and
recommendations for future festivals.
Duration of Assignment
- The
assignment will run from 1st September to 11th December 2025 to allow for
pre-event preparation and post-event support.
Required Qualifications & Competencies
- University
Degree in Event Management, Business, Development, or Social Sciences, or
relevant experience in lieu
- At
least 3 years’ experience in an event or logistics coordinating role, or
relevant experience, preferably in gender justice, women’s rights, or a
non-profit/NGO setting.
- Experience
working in a decentralized, virtual setting.
- Fluency
in both French and English (spoken and written) are mandatory
- Proven
experience in customer service, hospitality, event management, or help
desk roles.
- Excellent
communication and interpersonal skills.
- Strong
organizational and problem-solving abilities.
- Ability
to work under pressure in a fast-paced, multicultural environment.
- Knowledge
of feminist spaces and sensitivity to diversity, equity, and inclusion
principles is an added advantage.
Finance Intern
The position will provide support to the Finance and
Operations portfolio by ensuring the accuracy and efficiency of our financial
operations. Under close supervision and the direct guidance of the team, the
Intern will assist with routine tasks including data entry, filing, organizing
financial documents, supporting the payment and reconciliation processes and
maintaining records.
Specific Responsibilities
- Support
the Finance team by organizing and assessing supporting documents for
payment vouchers under supervision, ensuring all required information is
included.
- Manage
petty cash under supervision, including disbursement, reconciliation, and
replenishment.
- Assist
in monthly bank, petty cash and credit card reconciliations, flagging
discrepancies and ensuring timely resolution.
- Support
the verification and tagging of assets and help maintain an updated asset
register.
- Assist
in the preparation and issuance of Local Purchase Orders (LPOs), ensuring
compliance with procurement procedures.
- Organize
and file financial documentation for easy retrieval and audit readiness.
- Provide
support during external and internal audits, including preparation of
schedules and retrieval of supporting documentation.
- Assist
with supplier reconciliations, resolving outstanding issues in
collaboration with the procurement and admin teams.
- Perform
supplier due diligence checks, including anti-money laundering (AML) and
compliance reviews.
- Support
the finance team in data entry into accounting software and preparation of
financial reports.
- Assist
in reviewing staff accountability documents such as travel advances and
expense reports.
Other Responsibilities
- Support
the Finance team in generating periodic financial reports and updates for
internal use and external stakeholders, as guided.
- Assist
in maintaining timely and professional communication with vendors,
suppliers, and contractors, particularly regarding payments,
reconciliations, and compliance documentation.
- Any
other responsibilities as assigned within the portfolio.
Qualifications
- Bachelor’s
degree in Finance, Accounting, Economics, Business Studies or related
field
- CPA
Part I or equivalent
Skills and Experience
- At
least 2 years’ relevant work experience working in or with organisations
in Africa, preferably womn’s rights or social justice-oriented
organisations.
- Proficiency
in Microsoft Excel and other office applications. Experience working with
- QuickBooks
software is an added advantage.
- Excellent
written and verbal communications in English.
- Strong
analytical, presentation, planning and organisational skills.
- Strong
attention to detail, integrity, and ability to maintain confidentiality.
- A
proactive attitude and readiness to learn on the job.
- Passionate
about UAF-Africa’s mission, committed to teamwork, and achieving results,
- including
a commitment to trust-based transformative grantmaking, community-led
- development,
and grassroots movement building.
- Experience
working in a virtual setup with seamless task coordination, managing
multiple deadlines.
- Flexible
and willing to perform other tasks as assigned, in a fast-paced,
team-oriented work environment.