Head of Administration and Finance at LuxDev | Kigali :Deadline: 16-12-2023

Location: Kigali

Deadline for submitting the application: 16/12/2023 

Start date: 15/01/2024 

Contract type: Limited

Contract term (months): 60.00 

1. BACKGROUND

LuxDev, the Luxembourg Development Cooperation Agency, is responsible for formulating and implementing bilateral development cooperation programs and projects for the government of Luxembourg. The agency’s staff consists of approximately 140 employees at headquarters, in our country offices, and 400 employees involved in the 50 projects and programs spread across 12 countries of intervention within the Luxembourg Cooperation.

In September 2022, LuxDev opened a Representative Office in Rwanda in response to the new cooperation objectives established by both countries. The primary sectors and themes of intervention include innovative and inclusive finance, sustainable development, and the fight against climate change, as well as skills development and youth employment.

In this regard, LuxDev/Rwanda is seeking to recruit a Head of Administration and Finance for its projects/programs.

2. OBJECTIVES

To lead the establishment, management, and functioning of administration and finance, human resources and IT systems for all operations in Rwanda, in compliance with the Agency’s rules and regulations.

3. RESPONSIBILITIES

• Finance Management: lead the establishment of financial procedures, ensure functioning and manage financial resources:
  • Support the development and validation of technical files (management control);
  • Support the development and validation of operational partnership agreements (OPAs);
  • Coordinate and monitors the management of the administrative and financial activities under LuxDev management;
  • Follow-up of transfer accounting, reconciliations and consolidations;
  • Keeping of accounts and recording of projects’ expenditure in the charts of accounts;
  • Prepare on time, ledgers, balance sheets, expense justification reports, and accounting and financial reports;
  • Verify bank reconciliations and monitor bank accounts;
  • Monitor cash advances;
  • Consolidate budgets, monitor financial programmating and report to LuxDev HQ;
  • Implement financial methods, procedures and internal management tools;
  • Management and monitoring of the process of acquisitions and procurement of goods, services and works;
  • Ensure all finance/accounting files and systems are maintained up-to-date.
    
    
    

• Administrative Management: lead the establishment of administrative/logistic procedures, manage the implementation and functioning of administrative resources:
  • Office Management (in support to the CAF):
    • Establish procedures and manage resources (equipment, furniture, vehicles, etc.) for operations of LuxDev Office in Kigali, including operational pool and projects’ team;
    • Supervise operating costs and contracts related to logistics (rent, cleaning services, office-related insurances, etc.), including office budget and expenditure follow up;
    • Manage administrate assistance to international staff and missions under the bilateral projects;
    • Ensure all administrative files and systems are maintained up-to-date;
  • Management and monitoring of all logistical aspects related to the operation of the technical support mechanism.
• Human Resources Management: lead the establishment of HR procedures, ensure functioning and compliance of HR resources:
• Manage and monitor internal HR policies and systems;
• Identify internal HR needs; manage the development and monitoring of training plans and opportunities;
• Oversee identification of HRD tools and resources (training, mentoring and coaching) and HR networks;
• Ensure application of standard guidelines for the recruitment of staff and experts;
• Ensure compliance with relevant labour law and other Rwandan regulations, as well as with internal LuxDev policies and procedures;
• Guide establishment of remuneration policies defined by the LuxDev Rwanda Office (ROF) and ensure compliance and alignment by all projects in Rwanda.
• Ensure management of payroll system and benefits administration for staff and experts;
• Ensure functioning of leave management systems;
• Ensure implementation and monitoring of annual appraisal of all staff by direct supervisor and follow up of staff objectives and training plans;
• Ensure all HR files and systems are maintained up to date;
• Ensure the safety/security of all HR-related data;
• Ensure organisational charts are kept up to date.
• IT and Filing: lead the establishment of IT procedures, ensure functioning and management of IT resources:
• Ensure the proper rollout of the new HR and ERP software;
• Monitor implementation of IT training and follow up of staff training needs;
• Ensure roll out of SharePoint and alignment of filing systems and procedures across all LuxDev teams and interventions in Rwanda.
  
  
  

4. PROFILE

Education and/or Experience

• Master’s or post-graduate Degree in Economics, Business Administration, Project management, and or comparable studies and/ or experience;
• Expertise in management and administration, with proven experience in the management of development programs, with a focus on administrative, accounting, financial, HR, procurement and IT aspects, HR, procurement and IT aspects are an advantage.
• Previous 15-year-experience in a managerial position, 10 years of which in the Development Cooperation area in various contexts (bilateral aid, international organisations, NGOs) or the private sector, of which at least five years in a developing country. 

How to apply:

Please apply via our website: https://careers.luxdev.lu/job-invite/1397/

Deadline: 16 December 2023 

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