KOAN Careers: Finance & Administration Assistant Position

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VACANCY ANNOUNCEMENT

FINANCE AND ADMINISTRATION ASSISTANT

13th October, 2025    

 

  1. About KOAN

Kenya Organic Agriculture Network (KOAN) is a national membership organization that promotes the development of organic agriculture in Kenya. It brings together key stakeholders including farmers, NGOs and CBOs, research institutions, input suppliers, government agencies, exporters, retailers, and consumers. KOAN’s mission is to lead, coordinate, and promote the growth of the organic agriculture sector, highlighting its economic, environmental, and social benefits. We are seeking a proactive, detail-oriented, and dedicated Finance and Administration Assistant to support KOAN’s operational excellence and strategic growth.

 

Position: Finance & Administration Assistant
Department: Administration and Finance
Reports To: Finance & Administration Manager
Location: Nairobi, Kenya.
Deadline for Application: 24th October, 2025

 

  1. Purpose of Position

The Finance & Administration Assistant will support financial management, accounting tasks, and administrative operations to ensure efficient, transparent, and compliant organizational processes. This role plays a key part in maintaining financial integrity, supporting donor compliance, and ensuring smooth office operations.

 

  1. Key Responsibilities
    • Scope of Work

        Financial Management

    • Budgeting & Forecasting: Assist in the preparation of annual budgets, project budgets, and cash flow forecasts.
    • Financial Reporting: Prepare accurate monthly, quarterly, and annual financial and donor reports.
    • Bookkeeping & Accounting: Maintain correct and complete financial records in line with accounting standards.
    • Cash Flow & Bank Management: Monitor cash flow, reconcile bank statements, and ensure availability of operational funds.
    • Audit & Compliance: Support internal and external audits while ensuring compliance with statutory, donor, and tax regulations.
    • Internal Controls & Risk Management: Assist in implementing controls to minimize financial risk and fraud.
  • Administrative & Operational Support
  • Office Administration: Manage office supplies, equipment, filing systems, and facilities.
  • Procurement & Asset Management: Assist with procurement processes and maintain asset and inventory registers.
  • Human Resources Support: Assist in payroll preparation, staff records, recruitment logistics, and HR documentation.
  • Policy Implementation: Support the development and enforcement of financial and administrative policies and procedures.
  1. Reporting Structure

The Finance & Administration Assistant reports directly to the Finance and Administration Manager.

  1. Qualifications and Competencies
    • Education:
  • Bachelor’s degree in Finance, Accounting, Business Administration, Commerce, or a related field.
  • Professional qualification (CPA/ACCA) is an added advantage.
  • Proficiency in Microsoft Excel (formulas, data entry, analysis) and MS Word (document preparation).
  • Basic understanding of accounting principles and financial record-keeping.
  • Experience with accounting software will be an added advantage.
  • Strong numerical accuracy and attention to detail.
  • Experience:
  • Minimum of 3–5 years’ experience in finance and administrative roles.
  • Experience in NGO or donor-funded projects is desirable.
  • Skills and Competencies
  • Strong knowledge of accounting principles and compliance standards.
  • Proficiency in accounting software (e.g. QuickBooks) and advanced Microsoft Excel.
  • Excellent analytical, reporting, and problem-solving skills.
  • High level of integrity, confidentiality, and ethical conduct.
  • Strong analytical and problem-solving skills.
  • Strong interpersonal skills, integrity, and attention to detail.
  • Excellent organizational and time-management abilities.
  • Good communication and teamwork skills.
  • Willingness to learn and ability to work under minimal supervision.
  • Ability to manage multiple tasks and meet deadlines.
  1. Working Conditions
  • Hours: Full-time (Monday–Friday), with occasional travel.
  • Location: Based at KOAN headquarters
  • Contract Type: Contractual
  1. Application Process

Interested candidates should submit their CV, cover letter, and any relevant certifications and testimonials via the link below: https://bit.ly/KOANFinanceAdmin2025 by 31st October 2025.

Only shortlisted candidates will be contacted.

View and download the job description HERE.

END

 

Consultancy Opportunity – Baseline Survey for Improving Chia & Sesame Smallholders Livelihoods through Climate‑Smart Practices

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Introduction

The Kenya Organic Agriculture Network (KOAN) is excited to announce a consultancy opportunity to conduct a baseline survey for the project titled “Improving Chia and Sesame Smallholders’ Livelihoods through Climate‑Smart Practices.” This foundational study will provide critical data to guide interventions, monitor progress, and ensure meaningful impact.

Why this baseline matters

  • Evidence-based decision-making: The survey will establish key metrics on smallholder farming practices, yields, socio-economic conditions, and climate resilience among chia and sesame farmers before project interventions begin.

  • Measurement of change: With baseline data in hand, KOAN and partners can measure improvements in farmers’ productivity, income, climate adaptation, and adoption of sustainable practices over time.

  • Inclusivity and targeting: Insights from the baseline will help tailor interventions to groups who may be marginalized (women, youth, resource-poor farmers) and ensure equitable benefits.

  • Transparency and accountability: Funders, stakeholders, and the public will have a solid reference point for evaluating project performance and impact.

Scope of the consultancy

The full Terms of Reference (ToR) is available here:
Terms of Reference – Baseline Survey for the Chia & Sesame Project (PDF)

Key tasks will include, but are not limited to:

  • Designing the survey methodology and instruments (questionnaires, guides)

  • Sampling design and field deployment

  • Data collection, quality assurance, cleaning, and analysis

  • Producing a baseline report with recommendations

  • Engaging stakeholders (farmers, extension agents, local leaders) in validation and feedback

Who should apply

We seek a consultant or firm with:

  • Proven experience in agricultural baseline surveys (especially smallholders)

  • Skills in quantitative and qualitative methods

  • Familiarity with climate‑smart agriculture, oilseed or niche crops (chia, sesame preferred)

  • Strong report writing and stakeholder facilitation capacity

  • Ability to work in rural settings and deliver within timelines

How to apply

Interested consultants/firms should submit the following:

  1. Technical proposal (methodology, work plan)

  2. Financial proposal / budget

  3. Relevant past work samples

  4. CV(s) of proposed team

Submit via email to KOAN’s procurement team procurement@koan.co.ke by 27th October 2025.

Conclusion

This consultancy is pivotal to ensuring that the project’s interventions are grounded in real data, responsive to farmers’ needs, and effective in improving livelihoods. We encourage experienced professionals to take up this opportunity and contribute to sustainable agriculture transformation in Kenya.

Expression of Interest (EOI) for Service Provision: Promoting Safer Food Systems Project

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EXPRESSION OF INTEREST (EOI) FOR SERVICE PROVISION: PROMOTING SAFER FOOD SYSTEMS PROJECT

Background

The Kenya Organic Agriculture Network (KOAN) is a national membership organization dedicated to promoting organic and agroecological agriculture in Kenya. KOAN provides coordination, advocacy, capacity building, and marketing support to stakeholders in the organic sector, aiming to build sustainable food systems that are environmentally sound, socially just, and economically viable.

Despite growing public concern, 76% of pesticides in use in Kenya contain highly hazardous ingredients. Farmers often lack reliable extension services and rely on unregulated advice from agro-dealers, leading to unsafe pesticide use. Reducing pesticide residues in food is both a public health and consumer safety priority. KOAN’s approach directly responds to this challenge by combining evidence-based advocacy, communication campaigns, and grassroots training. As part of its ongoing efforts in promoting safe food systems, KOAN is implementing a Pesticide Risk Reduction and Food Safety Project, aimed at creating awareness, improving knowledge sharing, and enhancing access to information for farmers, consumers, policymakers, and the wider public.

This integrated strategy will:

  • Equip farmers, traders, and consumers with practical food safety knowledge.
  • Engage policymakers and regulators for reforms on hazardous pesticides.
  • Provide tools (policy briefs, posters, brochures, databases, and guides) for long-term institutional use.
  • Recognize and incentivize good practices within the hospitality sector through participatory verification.

To achieve these objectives, KOAN seeks to engage qualified service providers and consultants to deliver specific assignments under the categories outlined below.

  1. Translation Services – Kiswahili

Scope of Work:

  • Translate the technical report (popular version) and simplified popular version into Kiswahili.
  • Ensure accuracy, clarity, and simplicity for grassroots stakeholders.
  • Deliver translation in both editable Word and print-ready formats.

EOI should include:

  • Quotation for the document, inclusive of taxes.
  • Samples of previous Kiswahili translations, preferably on agriculture/food systems.
  • Profile of translator/firm and relevant experience.
  • Delivery timelines.
  1. Graphic Design of Infographics, Summary Cards & Factsheets

Scope of Work:

  • Conceptualize and design infographics, summary cards, and factsheets for use in print, digital platforms, and media.
  • Ensure designs are visually appealing, accurate, and audience-friendly.

EOI should include:

  • Quotation (itemized per design unit, inclusive of taxes).
  • Portfolio of similar design work.
  • Delivery timelines.
  1. Content Development & Technical Review

Scope of Work:

  • Draft simplified communication content based on technical reports.
  • Review and edit technical materials for accuracy, clarity, and audience relevance.
  • Ensure alignment with project messaging and policy frameworks.

EOI should include:

  • CV/profile of consultant(s) or firm.
  • Samples of previous content development/review work.
  • Quotation for engagement inclusive of taxes.
  • Delivery timelines.
  1. Design & Production of Awareness Posters

Scope of Work:

  • Design and produce up to 200 posters highlighting pesticide risk reduction methods and food safety tips.
  • Posters should be high quality, durable, and suitable for public display.

EOI should include:

  • Unit cost and total quotation (inclusive of taxes).
  • Sample poster designs.
  • Delivery timelines.
  1. Website Redesign, Database Integration, Hosting & Maintenance

Scope of Work:

  • Redesign and modernize KOAN’s website to improve user experience, accessibility, and responsiveness.
  • Develop and integrate an interactive pesticide database, including structured data entry and verification.
  • Provide secure hosting services with regular backups and cybersecurity measures.
  • Conduct ongoing website maintenance and updates to ensure functionality, security, and relevance.
  • Train KOAN staff on managing, updating, and uploading content to the website and database.
  • Develop and implement promotional strategies to increase the reach and visibility of the platform.

EOI should include:

  • A technical proposal outlining methodology, tools, and technology stack.
  • Detailed quotation covering design, development, database integration, hosting, maintenance, and training (inclusive of taxes and logistics).
  • Portfolio of past website and database projects of similar scope.
  • Proposed training plan and timeline for KOAN staff.
  • Description of website promotion strategies to increase visibility and usage.
  • Delivery timelines.
  1. Audio-Visual Setup, Branding & Documentation

Scope of Work:

  • Provide photography and videography services for project events.
  • Deliver edited and raw photo/video content.
  • Supply audio-visual equipment and branding materials as needed.

EOI should include:

  • Portfolio of past work (photos/videos).
  • Equipment list and team size.
  • Quotation (inclusive of taxes and logistics).
  • Delivery timelines.

Submission Guidelines

Interested individuals or firms are invited to submit their Expression of Interest via email with the subject line:

“EOI – Service Provision: Pesticide Risk Reduction and Food Safety Project”

Submissions should include:

  • Cover letter expressing interest.
  • Company/consultant profile and CV(s).
  • Relevant work samples.
  • Detailed quotation (inclusive of taxes and logistical costs).
  • Delivery timelines.
  • References of past similar assignments.

All interested parties should submit their Expression of Interest including a company or personal profile, quotation, delivery timeline, and references of past similar assignments. Submissions should be sent to KOAN Procurement Team via procurement@koan.co.ke no later than 8th September 2025 by 5:00pm.

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Expression of Interest (EOI) – Kirinyaga Agroecology Symposium 2025

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Deadline: 28th May 2025

The Kenya Organic Agriculture Network (KOAN) invites qualified and experienced service providers to submit Expressions of Interest (EOI) for the Kirinyaga Agroecology Symposium 2025. The symposium aims to bring together key players in the organic and agroecological value chain to promote sustainable agriculture, markets, and policy dialogue.

We are seeking capable partners to support the successful delivery of the event by providing the following services:

Services Required:

  1. A-Frame Dome Tent and Event Setup
    For a capacity of up to 1,000 participants, including chairs, stage setup, and sound.
  2. Master of Ceremony (MC)
    A dynamic and professional MC with experience hosting agricultural or high-level events.
  3. Roadside Caravan Publicity
    Engaging roadshows across key towns in Kirinyaga County to create awareness and mobilize attendance.
  4. Printing of Promotional Materials
    Including banners, flyers, brochures, and branded display materials.
  5. Catering Services
    Full-day catering including tea breaks and lunch for up to 1,000 participants.
  6. Radio Advertisement and Media Coverage
    Strategic placement of radio ads and coverage through local and national media outlets.
  7. Photography and Videography
    Professional event coverage, including post-event highlights video and photo album.
  8. Conference Kits (Tote Bags)
    Branded eco-friendly tote bags for participants, including notepads and pens.

Submission Guidelines:

All interested parties should submit their Expression of Interest with the following details:

  • Company or personal profile
  • Quotation (inclusive of taxes)
  • Proposed delivery timeline
  • References or portfolio of similar past assignments

Submissions should be sent to the KOAN Procurement Team via procurement@koan.co.ke  no later than Wednesday, 28th May 2025.

For more details, kindly refer to the official EOI document available here:
👉 EOI for Service Provision – Kirinyaga Agroecology Symposium 2025 (PDF)

Join Us in Promoting Agroecology in Kenya!

The Kirinyaga Agroecology Symposium 2025 is more than just an event—it’s a movement toward sustainable, resilient, and inclusive food systems. We look forward to receiving your proposals and partnering with you to make this symposium a resounding success.