Department: Finance/Admin
Position: Finance/Admin Archiving Intern
Direct hierarchy: Senior Transparency & Compliance Officer
About ACTED
ACTED is an international NGO established in Paris in 1993, with a triple humanitarian, development and humanitarian mandate. Registered in Kenya since 2004, Acted has a national office in Nairobi with partners, staff, and operations across various counties. Acted’s strategy in Kenya is rooted in the 3ZERO approach (ZERO Exclusion, ZERO Carbon and ZERO Poverty) – which recognizes the intersectionality between poverty, social exclusion and marginalization, and the climate crisis. Acted’s interventions in Kenya aim to advance poverty reduction, promote social inclusion, and strengthen climate resilience through an integrated, holistic approach. This includes (1) supporting local civil society to lead humanitarian action; (2) enhancing climate resilience through restoring degraded ecosystems – in partnership with the communities they serve, and (3) accelerating innovative, entrepreneurial solutions to climate change and social challenges – and finally, across all pillars, Acted aims to empower women, youth and marginalized groups to lead and take agency through its programmes.
ACTED is looking for a motivated and committed team player to join its Nairobi office as a Finance/Admin Archiving Intern.
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).
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.
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 [email protected] . 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.
Please note;
- Shortlisting will be conducted on a rolling basis.
- Only shortlisted candidates will be contacted.
- ACTED reserves the right to fill this internship position before the advert deadline.
- ACTED will not request any payment at any stage of the recruitment process. Furthermore, ACTED has not engaged any agent or third party in connection with this recruitment.
ACTED is committed to protecting beneficiaries within our programmes from exploitation and abuse and any kind of misconduct. ACTED has specific policies, including PSEA and Child Protection, which outlines the expected behaviour and the responsibility of all staff, beneficiaries, consultants and other stakeholders and has zero tolerance towards misconducts. Any candidate offered a job with ACTED will be expected to sign ACTED’s organizational Policies and Code of Conduct as an annex to their contract of employment and agree to conduct themselves in accordance with the provisions of these documents.
ACTED is an Equal Opportunity Employer.
