FINANCE AND ADMINISTRATION INTERN – 2024

FINANCE AND ADMINISTRATION INTERN

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Title: Finance and Administration Intern

Reporting to: TOC Kenya Finance and Administration Officer.

Location: Nairobi, Kenya

1. Introduction

At The Oslo Center, we are dedicated to fostering democracy and supporting democratization processes. Since our establishment in 2006, we have evolved into a robust democratic support organization committed to promoting systems that are responsive to citizens’ needs, uphold human rights, and foster meaningful participation and dignity. Our approach involves collaborating with local partners and providing technical assistance to strengthen governance, political institutions, and civic spaces.

In Kenya, The Oslo Center works diligently to advance democracy by offering technical expertise to various institutions involved in governance and democracy, including political parties, parliament, and regulatory bodies such as election management bodies and the registrar of political parties.

2. Background

The Oslo Center is currently seeking a Finance and Administration Intern to contribute to our overarching mission. In this role, the intern will be an integral part of our team in Kenya.

3. Main Responsibilities

As a Finance and Administration Intern, you will be responsible for providing support in various areas, including:

• Assisting in all procurement processes across finance, administration, and programs.
• Contributing to budget development, tracking, projections, and reporting.
• Ensuring timely reconciliation of all financial transactions with a focus on accuracy, completeness, and sufficiency of documentation.
• Posting transactions and preparing financial statements for the Kenya office.
• Conducting bank reconciliations for both general transactions and project-specific accounts.
• Handling statutory deductions, payroll deductions, and filing obligations to relevant government institutions.
• Facilitating payment processing while ensuring compliance with OC Finance Policy.
• Safeguarding and maintaining records of all accounting documentation.
• Assisting in audits and financial reviews for the OC Kenya office.
• Ensuring availability of administrative utilities within the office.
• Performing any other duties as assigned by the supervisor.

4. Qualifications

We are seeking candidates with the following qualifications:

• A degree in finance, accounting, or equivalent, or an accounting qualification such as CPA or ACCA.
• Familiarity with donor reporting and grants management.
• Intermediate to advanced proficiency in Microsoft Excel.
• Experience working with multiple currencies.
• Strong verbal and written communication skills.
• Proficiency in accounting software with a willingness to learn new systems.
• Competency in Microsoft Office 365 and basic accounting practices.
• Ability to work independently and collaboratively as part of a team.
• Exceptional attention to detail and the ability to multitask effectively.
• Adherence to The Oslo Center’s policies and workplace standards.
• Fluency/proficiency in English and Kiswahili, both spoken and written.

5. Submission of the Application

Interested applicants are requested to submit the following documents:

• Cover letter
• Resume
• Academic documents

6. Application Procedure

Please send your applications to ock@oslocenter.no with the subject line: “FINANCE AND ADMINISTRATION INTERN” on or before 22nd May 2024. All applications should be in English.

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SAMPLE COVER LETTER FOR A FINANCE AND ADMINISTRATION INTERN

[Your Name]

[Your Address]

[City, State, Zip Code]

[Your Email Address]

[Your Phone Number]

[Date]

[Recipient’s Name]

[Company/Organization Name]

[Address]

[City, State, Zip Code]

Dear [Recipient’s Name],

I am writing to express my interest in the Finance and Administration Intern position at The Oslo Center, as advertised. With a strong educational background in finance and accounting, coupled with practical experience in financial management and administrative support, I am enthusiastic about the opportunity to contribute to your organization’s mission of promoting democracy and enhancing governance practices in Kenya.

During my academic pursuits, I have acquired comprehensive knowledge in finance and accounting principles, including budgeting, financial analysis, and auditing. Additionally, my hands-on experience in handling procurement processes, ensuring compliance with financial regulations, and maintaining accurate financial records has equipped me with the skills necessary to excel in this role.

What particularly drew me to The Oslo Center is its commitment to working with local partners and providing technical assistance to strengthen democratic institutions. I am eager to leverage my skills and expertise to support your initiatives in Kenya, contributing to the organization’s impactful work in advancing democracy and governance.

I am impressed by The Oslo Center’s dedication to fostering an inclusive workplace culture that values diversity and promotes professional development. I am confident that my collaborative nature, attention to detail, and ability to thrive in a dynamic environment make me a strong fit for this role.

Thank you for considering my application. I am looking forward to the opportunity to further discuss how my background, skills, and passion align with the goals of The Oslo Center. Please find attached my resume for your review.

Warm regards,

[Your Name]

HOW TO BE A SUCCESSFUL APPLICANT FOR THE FINANCE AND ADMINISTRATION INTERN ROLE

1. Tailor your application: Customize your cover letter and resume to highlight relevant skills and experiences that align with the requirements of the role.
2. Showcase your expertise: Emphasize your proficiency in finance, accounting, and administrative tasks, demonstrating your ability to handle the responsibilities of the position effectively.
3. Highlight your achievements: Provide concrete examples of projects or initiatives where you have made significant contributions, showcasing your capability to deliver results.
4. Demonstrate your communication skills: Clearly articulate your thoughts and ideas in your application materials, showcasing your ability to communicate effectively both verbally and in writing.
5. Research the organization: Familiarize yourself with The Oslo Center’s mission, values, and ongoing projects to demonstrate genuine interest and enthusiasm for the role.
6. Prepare for interviews: Anticipate potential interview questions and practice your responses to effectively communicate your qualifications and suitability for the position.
7. Showcase your teamwork: Highlight your ability to collaborate and work effectively as part of a team, emphasizing instances where you have successfully contributed to group projects or initiatives.
8. Stay organized: Keep track of application deadlines and follow up with the hiring team if necessary to ensure that your application receives due consideration.
9. Seek feedback: Request feedback on your application materials and interview performance to identify areas for improvement and enhance your chances of success.
10. Stay positive and persistent: Maintain a positive attitude throughout the application process and be persistent in pursuing opportunities that align with your career goals and aspirations.

Possible Finance and Administration Intern Interview Questions With Answers

1. Can you walk us through your experience in financial management and administrative support? Answer: Certainly. During my previous role at [Previous Company/Organization], I was responsible for assisting in various financial tasks, including budget development, procurement processes, and financial reporting. Additionally, I provided administrative support by ensuring timely documentation and record-keeping of financial transactions.
2. How do you ensure accuracy and compliance in financial transactions? Answer: I prioritize attention to detail and rigorously review all financial documentation to ensure accuracy. I also stay updated on relevant regulations and guidelines to ensure compliance with financial reporting standards and organizational policies.
3. How do you handle conflicting priorities and deadlines in a fast-paced environment? Answer: I believe effective time management and prioritization are key in managing conflicting priorities. I typically start by assessing the urgency and importance of each task, then allocate time and resources accordingly. Additionally, I communicate proactively with stakeholders to manage expectations and negotiate deadlines when necessary.
4. Can you describe a challenging situation you encountered in your previous role and how you resolved it? Answer: In my previous role, I encountered a situation where there was a discrepancy in the financial records during an audit. I meticulously reviewed all transactions and supporting documents to identify the source of the discrepancy. After pinpointing the error, I implemented corrective measures and updated the record-keeping process to prevent similar issues in the future.
5. How do you approach learning new accounting software or financial systems? Answer: I approach learning new software with enthusiasm and a structured plan. I start by exploring available resources such as tutorials, user manuals, and online courses. Additionally, I seek guidance from colleagues who are proficient with the system and practice regularly to reinforce my understanding.
6. What motivates you to pursue a career in finance and administration? Answer: I am motivated by the opportunity to contribute to the financial stability and operational efficiency of an organization. Finance and administration are critical functions that support overall organizational success, and I find fulfillment in ensuring accurate financial management and effective administrative processes.
7. How do you ensure confidentiality and security of financial information? Answer: I adhere to strict confidentiality protocols and ensure that financial information is securely stored and accessed only by authorized personnel. Additionally, I implement strong password protection, encryption, and regular audits to safeguard sensitive data.
8. Can you describe your experience with donor reporting and grants management? Answer: In my previous role, I was involved in preparing donor reports and managing grant funds. This included tracking expenses, ensuring compliance with donor requirements, and providing detailed financial reports to demonstrate accountability and transparency.
9. How do you handle multiple currencies in financial transactions? Answer: I am proficient in managing multiple currencies by staying updated on exchange rates and using appropriate financial tools to ensure accurate conversions. I also maintain meticulous records to track transactions in different currencies and ensure accurate reporting.
10. What do you hope to achieve during your internship with The Oslo Center? Answer: During my internship, I aim to gain hands-on experience in finance and administration within the context of a reputable organization. I hope to contribute to The Oslo Center’s mission, develop my skills further, and build valuable professional relationships.

We wish you the best in your application and remind you that our website is committed to attracting and retaining the best employees from all races and backgrounds as we strive to become a better development partner. We are an equal opportunity employer and do not charge any application or recruitment fees.

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