A CALL TO APPLY FOR FINANCE AND ADMINISTRATIVE OFFICER ROLE - AEY

Terms of Reference (ToR)

  • Position Title: Finance & Administrative Officer

  • Projects:

  • EcoPeace Spaces: Youth Leading Resilience in Central Africa (Lot 2)

  • Youth Futures In Action: Green Jobs and Digital Futures in East & 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

Collaborates With: Consortium Partners, Donor Representatives

1. Background

The AEYA projects require robust financial and administrative systems to ensure transparency, accountability, and compliance with EU donor requirements. The Finance & Administrative Officer will manage project finances, reporting, and administrative processes across multiple countries, ensuring partners meet EU compliance standards and audit requirements.

2. Purpose of the Assignment

To ensure effective financial management, donor compliance, and administrative support for smooth project implementation across consortium partners.

3. Key Responsibilities

A. Financial Management

  • Develop and maintain project budgets and financial systems.

  • Ensure compliance with EU financial regulations and audit requirements.

  • Process payments, manage sub‑grants, and track expenditures.

  • Support partners in financial planning and budget execution.

B. Reporting & Compliance

  • Prepare monthly, quarterly, and final financial reports.

  • Ensure integration of financial data into donor reports.

  • Coordinate external audits and financial reviews.

  • Maintain audit‑ready documentation and records.

C. Administrative Support

  • Manage contracts, procurement, and logistics for project activities.

  • Support HR processes including timesheets, consultant contracts, and payroll.

  • Maintain records and documentation for donor compliance.

D. Partner Support

  • Train and mentor partner CSOs on financial compliance and reporting.

  • Provide ongoing support to ensure audit‑ready systems.

  • Facilitate financial capacity building workshops for consortium partners.

4. Deliverables

  • Approved financial management framework.

  • Monthly and quarterly financial reports.

  • Audit‑ready documentation.

  • Final consolidated financial report.

  • Partner training sessions on financial compliance.

5. Qualifications & Experience

  • Bachelor’s degree in Finance, Accounting, or Business Administration (CPA/ACCA preferred).

  • At least 5 years of experience in financial management for donor‑funded projects.

  • Strong knowledge of EU compliance and audit standards.

  • Proven experience in preparing donor‑compliant financial reports.

  • Excellent organizational, reporting, and communication skills.

  • Experience in training and mentoring CSOs on financial systems is an added advantage.

6. Application Process

Interested candidates should submit:

  • A one-page cover letter outlining suitability and availability

  • Updated CV

Email applications to: human.resource@theyouthcafe.com   

Subject Line: Finance & Administrative Officer – AEYA Project

Deadline for submission: 20th March 2026

Equal Opportunity  

The Youth Café is committed to fostering diversity and inclusion and strongly encourages applications from women, youth, persons with disabilities, and other underrepresented groups.