Rwanda: Head of Administration and Finance

Organization: Africa Humanitarian Action
Country: Rwanda
Closing date: 08 Jan 2018

AHA is a pan-African international non-governmental organisation (INGO) providing effective humanitarian assistance to alleviate human suffering, building on the strength of African people to solve African problems. Founded in 1994 in response to the Rwandan genocide, AHA has supported more than 16 million people in 20 African countries to regain their health, dignity and well-being. Currently AHA works in 10 African countries, running programs in Capacity Development, Health Care, HIV/AIDS, Public Advocacy, Relief and Recovery, and Sexual and Gender-based Violence prevention.

Under the direction and supervision of the Country Representative, the incumbent shall avail her/himself to the services of AHA and perform the following:

Financial accounting and reporting

  • Ensure that adequate financial controls are in place to maintain propriety and proper accountability of expenditures;

  • Ensure the financial transactions are properly authorized, recorded, have adequate supporting documentation, filed, maintained and can be easily extracted for the purpose of preparing financial statements and financial audits;

  • Monitor budgets and expenditures, and contribute to preparation of budget revisions;

  • Ensure that all procurement process and expenditures of projects are in accordance with donor procedures;

  • Ensure that all transactions are recorded to the correct budget lines;

  • Assess actual needs against original budget projections to ensure that expenditures are cost effective;

  • Responsible for organizing administrative and logistical support for conferences, workshops, retreats;

  • Develop and maintain timely and accurate financial statements and reports that are appropriate for the users and in accordance with donor regulations;

  • Develop, implement, and ensure compliance with internal financial and accounting policies and procedures;

  • Ensure that all statutory requirements of the organization are met including Charitable Status, Withholding Payments, Income Tax, Goods and Services Tax, Employer Health Tax;

  • Prepare all supporting information for the annual audit and liaise with the donor and the external auditors as necessary;

  • Document and maintain complete and accurate supporting information for all financial transactions;

  • Develop and maintain financial accounting systems for cash management, accounts payable, accounts receivable, credit control, and petty cash;

  • Reconcile bank accounts and submit monthly reports;

  • Review monthly results and implement monthly variance reporting;

  • Manage the cash flow and prepare cash flow forecasts in accordance with policy;

  • Oversee the bookkeeping function including maintenance of the general ledger, accounts payable, accounts receivable and payroll;

  • Liaise with donors as appropriate;

  • Assist the Country Representative with financial reporting as required.

Payroll preparation and administration

  • Oversee all payroll functions to ensure that employees are paid in a timely and accurate manner;

  • Process and submit statutory and benefits remittances on time.

Budget preparation

  • Establish guidelines for budget and forecast preparation, and prepare the annual budget in consultation with the Country Representative;

  • Assist Program Directors and Project Managers with the preparation of budgets for funding applications.

Project management accounting

  • Maintain financial records for each project in a manner that facilitates management reports;

  • Ensure that accurate and timely financial statements are prepared in accordance with contract agreements with funders;

  • Provide accurate and timely reporting on the financial activity of individual projects.

Information technology

  • Evaluate the need for new technology to meet the organization's financial data processing, control, and reporting requirements;

  • Advise on appropriate technology that meets the organization's information requirements and financial resources.

Risk management

  • Monitor risk management policies and procedures to ensure that program and organizational risks are minimized;

  • Advise the organization's leadership on appropriate insurance coverage for the organization;

  • Maximize income where possible and appropriate;

  • Negotiate with Bank for lines of credit or other financial services as required and appropriate.

Administration

Under the general supervision of the Country Representative, the individual will beresponsible for the overall human resource and insures that the administrative needs of the AHA Rwanda Office according to the guidelines and procedures of the organization as well as requirements by donors and perform the following:

  • Serve as a link between management and employees to provide information about policies, job duties, working conditions, wages, opportunities for promotion, employee benefits, and helping to resolve work-related problems;

  • Coordinate the hiring process, including advertising, contacting candidates, interview coordination and preparation, as well as maintaining a database of candidates;

  • Provide support to Country Representative/Sr. Health & Program Coordinator on human resource management, including coordination of employment contracts, leave schedules, legal issues and registration documents;

  • Coordinate the process to obtain work permits and visas for international staff;

  • Advise leadership team in interpreting labor contracts, refereeing disputes, arbitrating staffing issues, or administering disciplinary procedures correctly to ensure compliance with local labor law and government regulations;

  • Ensure that the staff leave schedule is up to date and being tracked closely;

  • Represent organization at personnel-related hearings and investigations;

  • Support Country Representative/Sr. Health and Program Coordinator in providing guidance and advice for staff development and career paths including opportunities for professional development and training;

  • Maintain all personal files and other personnel records;

  • Support Country Representative/Sr. Health and Program Coordinator, Senior Management in development and implementation of HR policies including those related to performance management, crafting equitable and competitive compensation and benefits;

  • Maintain knowledge of and ensure compliance with employment-related laws and regulations;

  • Facilitate employee on-board including developing a new hire orientation plan;

  • Responsible for occupational health and safety in the workplace;

  • Serve as a resource for all team members by being available and accessible to discuss all human resource related issues;

  • Serve as a resource for all team leaders in handling employee issues and assist them in counseling employees, conducting evaluations, staff training, and problem solving;

  • Perform such other functions and tasks as superior may determine.

Qualifications

  • MA in Accounting or related field (Business Administration etc.);

  • Over 5 years of experience in Finance and Administration functions;

  • Experience with donor funded projects;

  • Free of all conflicts of interests that could endanger the integrity of the program;

  • Demonstrated experience in procurement and preparation of financial reports and budget variance analysis;

  • High integrity, strong result orientation, drive for excellence and takes initiative;

  • Excellent communication and analytical skills;

  • A team player and have client focus;

  • Good interpersonal skills and result orientation;

  • Ready to work at an intensive pace and under pressure;

  • Agree to work beyond normal working hours when required;

  • Fluency in English required, working knowledge of other language would be an added advantage;

  • Work experience with QuickBooks, Sage 50, MS Office applications is a must

How to apply:

Kindly send covering letter and CV to jobs@africahumanitarian.org with the subject line “Rwanda Head of Admin and Finance ”.