Finance and Administration Assistant at eWATERservices

Job Summary:

eWATERservices is looking for a proactive, dynamic, and highly motivated Finance and Administration Assistant to support the Regional Finance and Administration Manager in the day-to-day administrative, logistical, and operational functions across eWATERservices’ Kenyan and Tanzanian organisations. This is a fast-paced, hands-on role that requires someone who is detail-oriented, quick to learn, and always ready to go the extra mile to ensure nothing falls through the cracks.

The successful candidate will play a key role in keeping our operations running smoothly, supporting interdepartmental coordination, managing logistics, assisting with HR and recruitment processes, overseeing stock movement, and ensuring timely and accurate financial reconciliation, including M-PESA and mobile money systems. eWATERservices is seeking someone with a strong sense of ownership, a can-do attitude, and the drive to grow quickly in a growing organisation making real impact.

Key Responsibilities:

Logistics & Fleet Coordination

• Assign daily duties to drivers and manage driver schedules
• Track and follow up on vehicle fuel usage and receipts
• Analyse the vehicle tracking system and escalate discrepancies
• Renewal of insurance policies and import permits for the cars/motorbikes, as required

Stock Management

• Support with stock counts across all locations
• Support managing shipping, customs and ongoing movement of stock/other parts
• Work with vendors/suppliers to ensure stock timely delivery
• Support ordering of engagement materials and their delivery to the field, as required (eg. posters, leaflets etc.)
• Oversee deliveries to and from Nairobi office
• Maintain company assets register (eg. phones, laptops etc.)

 Human Resources Support

• Assist in the recruitment process - eg. shortlisting candidates based on given criteria, communicating with candidates for interviews
• Setting up relevant accounts and support onboarding process for new joiners
• Maintain HR records and documentation as required, inline with internal and external requirements Insurance etc.

Financial and MPESA/mobile money Reconciliation

• Process M-PESA/mobile money payments and maintain a clear reconciliation record
• Reconcile collections received via M-PESA/mobile money till number against customer payments and counter check with dashboard water operator for Kenya & Tanzania
• Review customer refund requirements and communicate with mobile money providers, as necessary
• Use eWATER system to confirm monthly reseller and water operator payments.
• Communicate payments and deductions to water operators, as required
• Support in expense and advance management - eg. receipt reconciliation, and management of physical records where required

General Administrative Support

• Provide day-to-day administrative assistance to all the departments
• Support in preparation for events (internal and external)
• Organise and maintain digital and physical filing systems
• Support in procurement processes, payment follow-ups, and record-keeping
• Support with ensuring company compliance to relevant local and international regulations
• Perform any other administrative duties as assigned

Required Qualifications & Experience:

• Education: Diploma, BA/BSc or above
• Professional Experience: Minimum of 2 years in industry.
• Right to work in Kenya: Required

Skills & Competencies:

• Technical Proficiency: Computer literate - ability to use computer dashboards and microsoft/google suite of software (documents, spreadsheets etc.). Evidence of accounting/finance experience or qualifications is desirable.
• Organizational Skills: Strong ability to manage multiple tasks efficiently.
• Communication Skills: Effective verbal and written communication abilities.
• Problem-Solving: Aptitude for identifying issues and implementing solutions promptly.
• Proactivity: Demonstrates initiative in identifying and addressing gaps, solving problems, supporting others, and improving systems without being prompted
• Team Collaboration: Ability to work collaboratively with diverse teams and stakeholders.
• Evidence of previous work with teams in Tanzania is desirable.