Finance & Admin Archiving Intern NGO Job ACTED

NGO Jobs. Agency for Technical Cooperation and Development Jobs

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).

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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.

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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.