Finance and Operations Coordinator

Department:
Finance

Location:
Nairobi

Description
Allied Talent Partners (ATP), a Three Cairns Group initiative, is a mission-driven, not-for-profit talent marketplace focused on solving the human capital bottlenecks slowing down sustainable development efforts in emerging economies, with an initial focus on Africa. ATP connects vetted, experienced, context-relevant professionals to high-impact opportunities in energy access and sustainable development - strengthening local capacity and fuelling economic vitality. We specialize in fixed-term, deliverable-driven engagements - from interim leadership and generalist projects to niche technical expertise - handling project scoping, talent vetting and matching, contracting, payroll, and compliance so that our clients can focus on impact.

As our work continues to scale across Francophone Africa, we are seeking a dynamic French-speaking Talent Acquisition & Project Delivery Specialist to support both expert sourcing and project delivery. This hybrid role will help ensure seamless collaboration across teams and regions.

High level overview
The client is a mission-driven, not-for-profit talent marketplace focused on overcoming human capital bottlenecks that hinder sustainable development in emerging economies, with an initial focus on Africa. They connect vetted professionals to high-impact opportunities in energy access and sustainability, strengthening local capacity and driving economic growth. Specializing in fixed-term, deliverable-based engagements, the organization manages project scoping, talent matching, contracting, payroll, and compliance - allowing partners to focus on impact.

The client is seeking a
Finance and Operations Coordinator
to support the Operations team, and more specifically the Project Delivery Team, in matching top talent with projects across Africa. In addition to coordination and contracting responsibilities, this role will oversee finance operations, ensuring efficient systems for payroll, invoicing, reconciliations, and budget management. The position is critical to ensuring smooth project delivery, strengthening internal processes, and safeguarding the organization's financial integrity.

Key Responsibilities
Key Responsibilities:
Deliverables:
1. Systems & Record Keeping

• Maintain CRM (Hubspot) and SharePoint with accurate client/talent data, notes, and contracts.
• Ensure consistent data entry, version control, and proper documentation.
• Monitor compliance and suggest improvements to record-keeping.

2. Project Coordination & Scheduling
- Schedule client-talent interviews, internal and external meetings, managing calendars and follow-ups.
- Use templates and clear tracking processes to keep scheduling and documentation consistent.

3. Administrative & Logistics Support
- Manage travel plans, bookings, and visas when required.
- Support contracting and onboarding for project delivery.
- Keep templates updated and act as the main contact for logistics tasks.

4. Vendor Management
- Maintain vendor tracker with contracts, payments, subscriptions, and contacts.
- Manage vendor relationships and handle customer support escalations when needed.
- Monitor vendor performance and ensure timely renewals.

5. Finance & Operations Execution
- End to end oOversight ofee invoicing, bill pay, payroll, reconciliations, collections, and project budgets.
- Manage talent and client contracts end-to-end, ensuring accuracy and timely approvals.
- Ensure seamless execution of all administrative tasks tied to project delivery, including but not limited to contracting.
- Liaise with banks to track payments and resolve issues.
- Track and report travel-related expenses accurately.

Requirements
Experience required:

• 5+ years' experience in project delivery, finance and operations, or administration, with a proven track record in managing financial process, including invoicing and reconciliations.
• Prior administrative experience including managing agendas, booking travel, and handling visa applications (preferred but not mandatory).

Technical requirements:

• Strong financial acumen to help set up and maintain efficient processes.
• Proficiency in Excel, familiarity with CRM systems (e.g. HubSpot, Salesforce) and Applicant Tracking Systems is a plus.

Soft skills:

• Highly self-driven with the ability to take initiative and work independently with minimal supervision.
• Excellent communication skills and attention to detail.
• Strong problem-solving mindset, with adaptability to manage competing priorities.
• Discretion and integrity in handling sensitive financial and contractual information.
• Excited to collaborate with an international and multicultural team.

Working arrangement
Location:
Preferred base in Nairobi, Kenya; remote acceptable within EAT or SAST time zones.
Travel requirements:
No expected travel

Terms of agreement
Required start date:
ASAP
Contracting period:
3 months, October to December 2025 (with potential extension and conversion to a full-time role based on satisfactory performance)

Budget:
TDB