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Position Details: Finance and Administration Officer

Location: Kigali, Rwanda
Openings: 1

Description:

Position title: Finance and Administration Officer               

 

Reports to: Finance and Administration Manager               

 

Dotted line reporting to: Country Coordinator, Rwanda

 

Supervises: Assistant Finance and Administration Officer, Office Assistant

 

Duty Station: Musanze, Rwanda

 

Grade: A2

 

Contracted by: IGCP

 

Mission of the Department: To develop and maintain sound finance and administration systems to ensure complete compliance to IGCP and donor-specific policy and procedure as well as country-specific labour and tax laws.

 

Major Functions: To support the Programme in all aspects of financial management and administration including accounting, budget preparation, financial reporting, assets management, internal control, and logistics.

 

Major Duties and Responsibilities:

The main responsibility of the position of Finance and Administration Officer is to perform the duties specified in the finance and administration policy manual in general, and the following specifically:

 

Routine:

 

Check the budget balances and inform the budget managers prior to expense approval

Ensure safe custody of the cash box & cheque books during and after working hours, supervise these efforts at the Musanze office

Booking all creditor’s invoices & arranging for payment as they fall due

Record cash incomes as they arrive

Manage IGCP fuel coupons

Collect and record Rwanda vehicle mileage log sheets by weekly basis (every Monday morning)

Oversee the disbursement of travel advances and validating/auditing travel expense reports from staff

Raising payment vouchers, journals and verifying expenses and recording them in financial system

Ensuring accurate filing of all financial documents

Perform any other duties as required

 

Monthly (Reporting):

 

Review tags for all new assets acquisition for the undergoing month and produce a report

Review incomes and withdrawals on each bank accounts and produce following reports:

Summary of bank accounts cash balances

Bank accounts reconciliation formats filled in

Review the vehicle fuel consumption and produce a report

Review the staff travel advance accounts and produce a report

Review the staff salaries account control and reconcile it at zero balance

Review the status of tax due (PAYE, RSSB, tax withheld) and produce a report

Maintain a leave schedule for IGCP Kigali and Musanze office staff and share with the FAM the monthly update on the staff leaves

Produce monthly budget updates by donor to share with programme staff

Adhere to monthly reporting deadlines as indicated in the monthly reporting schedules or as set out by the FAM from time to time

Manage HR management systems for IGCP staff

Perform any other duties as required

 

Administration:

 

Takes overall responsibility for the Kigali and Musanze office facilities and assets

Coordinate vehicle and equipment repairs

Support procurement process ensuring compliance to IGCP policy and donor requirements

Prepare and ensure review of purchase orders and contracts

Coordinate insurance renewals

Organize flight & hotel booking for IGCP staff & visitors

Perform any other duties as required

 

As the IGCP HR Designate:

 

Provide support to all IGCP staff in matters related to Human Resources

Execute responsibilities proactively as indicated in the HR policy manual, including keeping all personnel files and databases up-to-date and assisting the Senior Management Team on management decisions related to Human Resource Management

 

Required Qualifications

Bachelor of Business & Administration (BBA)

At least 2 years’ experience in accounting or related field

 

Required Skills and Competencies

Experience in financial management software, Sun System highly preferred

Demonstrated experience in human resource management

Willingness to work as part of a multi-cultural team

Adhere to IGCP’s values: Respect for Diversity, Team Work, Integrity, Initiative, and Dedication.

 

Working Relationships:

 

Internal - While reporting to the Finance and Administration Manager, the Finance and Administration Officer will work closely with all staff based in the Musanze office, and be part of the wider Finance and Administration team in IGCP in DRC and Uganda.

 

External - The Finance and Administration Officer will routinely interact with suppliers and partners of the Programme, representing the International Gorilla Conservation Programme's values at all times.

 

Travel - To perform the duties of this position, the Finance and Administration Officer will from time to time be required to travel to project sites and other IGCP offices, most regularly the Kigali office. Travel is expected approximately 25% of the time. In these cases, IGCP perdiem policy will be applied.

 

This job description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. Other tasks may be assigned as necessary according to programme needs.

IGCP is an Equal Opportunity Employer.

Application Deadline: 16th  May 2018  

 

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