The Finance and Administration Manager is responsible for the efficient running of the Hotel’s back-office operations, the effective control of its financial and human resources, and of the technical, IT and administrative systems, in order to contribute to the delivery of the Hotel’s overall objectives.
S/he will manage finance and accounting aspects of the lodge through effective implementation of financial policies, procedures and practices. This will ensure compliance with local legislation related to finance matters, as well as selected administrative duties related to the lodge.
Functions and Key Results
Finance and Accounting Management
To manage The Hotel’s financial affairs, including management and statutory accounts together with longer term financial projections and to ensure that the most efficient and effective financial control systems and reporting mechanisms are in place.
To prepare quarterly management accounts and projections and other relevant reports, in consultation with the General Manager and other departments, for presentation to the Board of Directors.
To prepare the year-end financial accounts for audit and to liaise with the Auditors prior to sign-off.
To supervise the production of regular salary payments and records, National Insurance and pension contributions in accordance with HR requirements.
To liaise with Rwanda Revenue Authority and the Auditors, and to ensure completion of PAYE, VAT, CRS and other returns to The Hotel.
To deal with The Hotel’s bank in respect of payments and receipts, foreign currency rate and currency hedging negotiations. To ensure that all bank accounts and credit card statements are regularly reviewed and reconciled.
To efficiently manage all external contracts and to ensure that all the Hotel’s expenditure is correctly authorized and accounted for.
To ensure the overall smooth running of the Hotel’s internal administration and its cost effectiveness.
To manage, in conjunction with the General Manager, staff contracts and HR matters.
To manage personnel procedures in relation to recruitment, training, holidays and appraisals, ensuring these are properly documented, and advise on relevant policies.
To ensure that appropriate policies are in place with regard to procurement and tendering processes to secure the best deals for the MCO from service providers.
To maintain a risk register.
To ensure that the The Hotel’s legal responsibilities are met, in particular that all necessary insurance is properly in place.
To be responsible for Data Protection, Copyright Licensing and Performing Rights Society registration, compliance and fees.
To be responsible for the The Hotel’s IT resources, maintaining and reviewing the most appropriate and efficient systems.
To assist the General Manager in reviewing the feasibility of incorporating the activities of the Hotel and the associated accounting.
Provide administrative support for the Lodge, as requested by the General Manager.
Support the efficient management of supplies and purchases as per policies and procedures.
Ensure that contracts comply with policies and are presented in an agreed format for authorization.
Maintain an overview of national staff management, including contracts and benefit entitlements, and ensure that complies with local labor and tax law.
Maintain full staff records inclusive of annual Performance Appraisal files.
Ensure that Human Resource Policies and Procedures are implemented across the programme in coordination with the Rwanda Country Director.
Advise the Rwanda Country Director on appropriate policy formulation and/or revision, and provide guidance/advice to line management, as directed by the General Manager.
Functional and behavioral competencies
Demonstrates integrity and promotes activities that adhere to the ethical standards.
Technically strong in accounts.
Background in hospitality.
Good inter-personal and communication skills English a must. (verbal and written).
Organized and able to work independently.
Able to analyze financial data and produce financial forecasts.
Demonstrated behavior of professional and personal ethics, transparency and openness.
Strong planning skills.
Embraces a professional structured work environment with consistent standards, clear expectations and careful planning.
Ability to work under pressure and meet strict deadlines.
Fluent with Word, Excel, PowerPoint, other MS Office applications and Sage pastel
A university degree in accounting, Finance or related field.
Desired qualification: Masters, completed or partly completed CPA will be a plus
A minimum of four years accounting experience in finance and administration management
Private sector experience of at least three years would be an advantage;
Demonstrable hands-on experience of financial management.
Experience in use of Sage Pastel or any software is essential.
Supervisory experience is required
Fluency in spoken and written English and French
Familiarity with Kinyarwanda would be an advantage