Purpose of the Position
The
purpose of the Finance
& Admin Archiving Intern position
is to support both the Finance and Human Resources Departments by assisting
with financial record-keeping, administrative processes and HR documentation.
The role will offer practical exposure to finance operations, HR record
management, and office administration contributing to efficient operations,
accurate documentation, and audit readiness.
Key Responsibilities
1. Finance Documents Archiving
The Intern will support the Finance Department by ensuring all financial records are accurately organized, digitized, and stored in line with organization’s policies and regulatory requirements. Key responsibilities include:
- Collecting, sorting, and organizing physical and
electronic finance documents such as invoices, receipts, payment vouchers,
bank statements, contracts, and journals.
- Scanning and digitizing hardcopy finance records
and ensuring clear, complete, and legible electronic copies.
- Naming, indexing, and filing documents
systematically according to established finance archiving standards and
folder structures.
- Uploading archived documents to approved digital
storage systems (e.g., SharePoint, shared drives, or document management
systems).
2. Filing and recording keeping
The
Intern will support the efficient filing and organization of finance records to
ensure easy access, accuracy, and compliance with internal and external
requirements. Key responsibilities include:
- Filing finance documents systematically in both
physical and electronic formats in line with established filing structures
and standards.
- Classifying documents correctly by type, date,
department, reference number, and financial period.
- Maintaining wellorganized physical files,
folders, and cabinets to allow easy retrieval of records when required.
- Updating electronic filing systems and shared
drives with correctly named and indexed documents.
- Ensuring consistency between physical files and
corresponding digital records.
3 . Audit Preparation
The
Intern will support the Finance team in preparing documentation and records
required for internal and external audits, ensuring accuracy, completeness, and
timely availability of audit evidence. Key responsibilities include:
- Assisting in the preparation and organization of
finance documents required for internal and external audits.
- Retrieving, compiling, and arranging audit
support documents such as vouchers, invoices, bank statements, contracts,
and reconciliations.
- Ensuring all audit documents are complete,
properly approved, and clearly referenced.
4. HR Administrative Support
- Support HR in tracking and organizing employee
records, leave documentation, attendance sheets, and other personnel
files.
- Assist in preparing HR reports, presentations,
and correspondence.
- Help arrange meetings or training sessions and
ensure availability of materials, equipment, and documentation of
minutes/action points.
5. Additional Responsibilities
- Undertake any other duties as may be requested
by the supervisors to support departmental operations.
Key
Deliverables
- Organized, filed, and archived finance and HR
documents for easy retrieval and compliance.
- Prepare and file finance vouchers, ensuring all
supporting documents are complete, accurate, and properly approved.
- Match costs with supporting documents and ensure
correct posting and matching of expenses in the accounting system.
- Assist with audit preparation by retrieving,
organizing, and maintaining clear and traceable audit documentation.
- Support strong financial controls, compliance,
and efficient finance operations through accurate record‑keeping and
documentation management.
- Supported HR operations including record
management, reporting, and meeting coordination.
Required profile
- Bachelor’s degree in accounting, Business
Administration, or related field.
- Basic understanding of humanitarian principles
and activities.
- Sound understanding/experience in financial
processing and management.
- Excellent skills in Microsoft Word, Outlook, and
Excel.
- Keen to detail and accuracy required and willing
to learn.
- Strong organizational skills and meticulous
attention to detail.
- Excellent interpersonal skills and demonstrated
ability to establish effective work relations at all levels.
- Ability to prioritize tasks, meet deadlines and
work with limited supervision, pro-active and a good team player.
- High level of integrity and honesty.
How to Apply
Interested
candidates who meet the required profile are invited to submit their
applications, accompanied by a cover letter and detailed curriculum vitae as a
single document (with the cover letter on the first page and the CV starting on
the second page), including the names and contact information of up to two
referees to kenya.jobs@acted.org Applications
must be received on or before 5:00 PM on 6th February 2026 with
the subject line: Finance/Admin Archiving Intern_Nairobi.
Please do not attach any other documents while sending your applications, if required
they will be requested at a later stage.
