Terms of Reference

Posted: 2026-06-15 23:49:21  Deadline: June 30, 2026   Contract   Salary: Confidential

The Finance and Administrative Officer is responsible for managing the financial and administrative functions of The Youth Café's Africa-Europe Youth Academy (AEYA) project, ensuring compliance with EU financial regulations, maintaining audit ready records, supporting donor reporting, and strengthening the financial management capacity of sub-grantee organisations across both project lots.

Position Details

Position Title: Finance and Administrative Officer
Projects: EcoPeace Spaces: Youth Leading Resilience in Central Africa (Lot 2) and Youth Futures In Action: Green Jobs and Digital Futures in East and Southern Africa (Lot 3)
Duration: 30 months aligned with project timelines
Duty Station: Nairobi, Kenya with remote support to partner countries
Reports To: Project Manager, AEYA at The Youth Café
Collaborates With: Consortium Partners, Donor Representatives, Expertise France

Key Responsibilities

Develop, maintain and monitor project budgets for both project lots and prepare budget variance reports.
Manage project bank accounts, donor designated accounts, reconciliations and fund monitoring processes.
Process payment requests and verify supporting documentation against approved budget lines.
Manage payroll processing, consultant payments and statutory deductions for project staff.
Maintain complete, chronological and audit ready financial records and documentation.
Manage sub-grant disbursements, payment schedules and financial records for youth organisations.
Prepare monthly, quarterly and final project financial reports in line with donor requirements.
Collaborate with the Project Manager to ensure alignment between financial and narrative reports.
Coordinate external audits and financial reviews and provide required documentation.
Conduct financial due diligence assessments for prospective sub-grantees.
Prepare responses to audit findings and support implementation of corrective actions.
Ensure compliance with EU financial regulations and donor requirements.
Maintain administrative systems including filing, document control, asset registers and office supplies management.
Coordinate administrative support for workshops, meetings, trainings and partner activities.
Manage procurement, contracts, logistics and supplier payments in line with organisational policies.
Support project related human resource processes including consultant administration, timesheet verification and expense management.
Design and deliver financial management training for sub-grantee youth organisations.
Develop financial reporting templates, monitoring tools and documentation checklists for sub-grantees.
Review sub-grantee financial reports and provide follow up support to address compliance gaps.
Conduct financial monitoring visits remotely or in country and provide coaching to partner organisations.
Track improvements in sub-grantee financial management and report on capacity development outcomes.

Qualifications and Experience

Bachelor's degree in Finance, Accounting, Business Administration or a related field.
CPA-K, CIFA, or ACCA certification is strongly preferred.
Minimum 3 years of progressive experience in financial and administrative management for donor funded development projects.
Demonstrated knowledge of EU financial compliance frameworks, audit standards and reporting requirements.
Proven experience in budgeting, payment processing, bank reconciliation, payroll management and donor financial reporting.
Experience managing sub-grant financial portfolios including disbursement tracking and compliance documentation.
Demonstrated experience delivering financial management capacity building to CSOs, youth led organisations, or community based organisations.
High attention to detail, strong numerical accuracy and excellent organisational skills.
Fluency in English.

Desirable Qualifications

Experience on EU funded grants including familiarity with Expertise France or similar implementing agency procedures.
Experience using accounting software or financial management information systems in a multi country project context.
Experience working in multi currency environments across Sub Saharan African countries.
Proficiency in French.

Application Process

Interested candidates should submit:

A cover letter of not more than one page setting out suitability for the role and confirming availability.
An updated CV of not more than four pages.
Contact details for two professional referees.

Email applications to: human.resource@theyouthcafe.com
Cc: admin.compliance@theyouthcafe.com
Subject Line: Finance and Administrative Officer – AEYA Project

Deadline for submission: 30th June 2026

Official Job Description: https://www.theyouthcafe.com/open-opportunities/a-call-for-application-finance-amp-administrative-officer-aeya-project

The Youth Café Open Opportunities: https://www.theyouthcafe.com/open-opportunities/