Finance and Administration Assistant

Heracles Engineering is a dynamic and forward-thinking engineering and construction firm headquartered in Kenya. With an unwavering commitment to excellence, our aim is to make a substantial impact on the burgeoning construction sector in Kenya.

Our company offers a comprehensive range of construction services, catering to residential, commercial, and industrial projects. Through our integrated approach, we ensure impeccable project execution and a consistent supply of premium materials, setting a high standard in the industry. With a proficient team of experienced professionals and a history of successful projects, we are committed to providing dependable and cost-effective solutions to our esteemed clients.

We are currently looking for a qualified and experienced person (a resident in Kenya) to fill the position of a Finance Administration Assistant. Reporting to the MANAGER, the successful candidate will be responsible for assisting with human resource and administrative functions within the organization. The position holder will also be one of the leaders of the accounts department. S(he) will provide leadership to a team of professionals and support staff and ensure the highest level of performance.

Job Information

Location: Heracles Engineering Centre, Voi, Taita Taveta County

Contract Duration: 24 months, subject to renewal

Position: Full-time

Starting time: September 2025

Main Roles & Responsibilities

• Main lead in the preparation of financial statements, which includes, but not limited to, the preparation and timely posting all financial records into the company ERP system, and to include all the petty cash journals, bank vouchers, general journals, accruals, prepayments and all other necessary information in the preparation of up-to-date financial records.
• Generation of daily, weekly, monthly, quarterly, yearly and any other adhoc financial reports to include Income & Expenditure reports, Balance Sheets, Ratio Analysis, bank reconciliations, Cashflow reports, Board reports.
• Document and maintain complete and accurate supporting information for all financial transactions
• Custodian of all financial assets and ensuring safe custody of such through generation of periodic reports for banks, petty cash, fixed assets and other general assets owned by the company.
• Analyze business operations, trends, costs, revenues, financial commitments, and obligations, to project future revenues and expenses or to provide advice.
• Develop and implement an up to date filling system and record keeping of financial information e.g. invoices, receipts, cheque copies, payment vouchers, petty cash requisitions and disbursements and ensuring they are appropriately approved & safely kept as per company policy.
• Provide assistance on company compliance in matters relating to tax and other regulatory requirements by the government and other organizations and government bodies e.g Communications Authority, Kenya Revenue Authority, Central Bank of Kenya.
• Facilitating in the Administration of regular supplier payments made from time to time in a timely manner to ensure business continuity and minimal disruption of services
• Prepares regular and timely invoices and send the same to clients and follow-up for payments.
• Prepares debtors and creditors circularization and make follow up with clients to ensure that outstanding amounts are paid in good time as per agreed creditors or debtors days.
• Process payments and ensure that the credit management is kept at a bare minimum.
• Develops and Establishes Systems to reduce and keep expenses at a bare minimum by analysis business operations, trends costs, revenues, financial commitments and obligations.
• Assistance in the development, maintenance and analysis of a budgets and variance which creates a spending plan for the company’s Resources.

Key Responsibilities and Duties:

Human Resource

• People Manager of the organization. Assist in Development, review and implement all HR management tools through the employee lifecycle from recruitment to offboarding.
• Drive employee engagement initiatives including regular surveys.
• Plan and coordinate recruitment processes.
• Ensure proper onboarding of all staff in the organization.
• Develop training schedules and ensure capacity building across the organization. opportunities for internal external capacity building. appraisals
• Manage HERACLES ENGINEERING’S staff leave records and ensure that leave requests are submitted and filed.
• Ensure proper management of payroll and administration of staff benefits and allowances.
• Ensure all staff statutory deductions are submitted promptly.
• Manage, with the HERACLES ENGINEERING’S support disciplinary and grievances handling process.
• Administer the performance system for HERACLES ENGINEERING’S.
• Ensure proper records management including management of staff files.
• Manage all related HR communications especially the HR email account.
• Review and enhance internal HR manuals and policies.
• Ensure safety and security requirements as per Kenyan law and HERACLES ENGINEERING’S policies are implemented.
• Ensure compliance to the Kenyan Labor Law.

Administration:

• Supervise proper management of organizational assets and office maintenance.
• In charge of / supervise all administrative aspects of the organization.
• Ensure travel management is being processed in alignment with procurement.
• Supervise proper stock keeping management.

Financial reporting and budgeting

• Oversight of the overall process of financial transactions
• Coordinate, monitor and review regular internal organizational budget development and expenditures as well as external donor budgets In line with policies and guidelines.
• Ensure timely provision of accurate monthly financial reports, both internally for the management as well as externally for the Shareholders requirements.
• Supervise the financial team in making payments, bank reconciliation process and petty cash management.
• Implement the recommendations from internal and external auditors.
• Ensure strict adherence to HERACLES ENGINEERING’S procurement guidelines.

Being member of HERACLES ENGINEERING’S

• Supervise and lead the Finance Team
• Participate in HERACLES ENGINEERING’S’s meetings, deliberations and decision making
• Represent the organization on different forums

Essential criteria & qualification:

• Bachelor’s Degree in accounting, finance, HR or related field;
• Certified Public Accountant or CPA –K holder;
• A minimum of 3 to 5 years of experience managing financial and contractual aspects for funded international development projects;
• Significant experience with project financial management, including financial controls, accounting, reporting and audit;
• Ability to work across various teams with excellent interpersonal skills and demonstrated ability to build consensus, including demonstrated experience managing and supervising financial, administrative, and procurement personnel;
• Familiarity with grants management, including demonstrated knowledge of rules, regulations, and reporting requirements;
• Experience with computerized accounting and strong organizational and leadership skills;
• Strong analytical and computer skills, with an emphasis on budget and financial analysis;
• Excellent oral and written English and Swahili fluency required, with excellent communication skills.
• Fluency in English and Kiswahili (both oral and written).
• Strong computer skills and experience working with accounting software.
• Experience liaising with a range of stakeholders regarding financial and administrative issues.
• Excellent interpersonal skills and ability to work in a team.
• Ability to work independently, prioritize tasks and to take initiative.
• Strong attention to detail and problem-solving skills.
• Honest, meticulous, responsible and well organized.
• Strong work ethic and commitment to financial accountability and transparency.
• Finance knowledge (for example CPA (2) or equivalent) is an added advantage.
• Experience working with a non-governmental sector will be an advantage.

How to Apply

All our staff are expected to strive for excellence, collaborate and communicate while ensuring full commitment to integrity. This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

At HERACLES ENGINEERING’S we value diversity, and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, color, race, marital status, or any other status or characteristic protected under applicable law.

Application process:

Qualified candidates are invited to send one PDF of their cover letter, CV, contact information for three references, and salary expectations to careers@heracles.co.ke. Only prequalified applicants will be contacted for interviews.