Vacancy Announcement
Administrative and Finance Specialist for SGBV and RBP Projects
The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. GIZ has worked in Rwanda for over 30 years. The primary objectives between the Government of Rwanda and the Federal Republic of Germany are poverty reduction and the promotion of sustainable development. To achieve these objectives, GIZ Rwanda is active in the following areas: Training and Sustainable Growth for Decent Jobs; Peaceful and Inclusive Societies; Responsibility for our Planet – Climate and Energy; Digitalization and Digital Economy; Regional Programs, Decentralization and Good Governance, Economic Development and Employment Promotion, Energy and ICT (Information and Communications Technology).
The Project “Prevention of sexualized and gender-based violence” (SGBV) with a special focus on women and girls is a joint Rwandan-German Development cooperation project implemented by GIZ. The project works in close collaboration with its partner ministry, the Ministry for Gender and Family Promotion (MIGEPROF), and selected other partners like Civil Society Organizations (CSO). It aims at improving the range of prevention measures offered by governmental and non-governmental actors for persons affected by SGBV.
GIZ Rwanda’s Rights-Based Program (RBP) is a joint Rwandan-German Development cooperation project implemented by GIZ, commissioned by the German Federal Ministry for Economic Cooperation and Development (BMZ). The program supports civil society organizations in their campaigns for the human rights of Rwanda’s most vulnerable populations. In the program’s current phase, RBP has a special emphasis on capacity building for interest groups, defined as informal groups of vulnerable populations who stand up for their rights and who have elected representatives. RBP is moreover committed to the Leave No One Behind principle, which was adopted by all UN member states as part of the 2030 agenda.
Location: Kigali
Fixed Term: 1 year (with possible extension)
Position: 1
Start date: as soon as possible
The Administrative and Finance Specialist performs the following responsibilities and tasks:
Responsibilities
The Administrative and Finance Specialist, under the supervision of the head of the project, is responsible for:
- Providing financial and administrative support to colleagues and partners at the project level.
- Interacting with the Cluster Finance Manager, GIZ Rwanda Country Office, and other GIZ projects internally, as well as the project partners externally.
- Ensuring that office procedures comply with GIZ financial and administrative regulations and specific project procedures.
Tasks
The Administrative and Finance Specialist performs the following tasks:
- Financial and procurement services
- Supervise the monitoring of the cash flow of the project
- Prepare local contract requests
- Prepares the necessary documentation and liaises with partners as well as the Cluster Finance Management in the implementation of commercial eligibility checks
- Prepare and process contracts for the procurement of services or goods with a value of not more than 8.000 EUR
- Manage records and receipts
- Assist in the preparation of budgets
- Follow up on international contracts and grant agreements
- Submit the end-of-period closures of the cash and bank book to the GIZ Country office after reconciling it with balances of the cash box and the bank book; describes any difference in details and add supporting documents where possible
- Report all problems with financial administration and compliance without delay.
- Checks all invoices to be paid, supporting documents, and request for payment through the project budgets
- Petty Cash management
- Responsible for project cash, based on the vouchers collected daily
- Report any surplus or shortfall in cash
- Request and follows the approval of material correctness
- Draw up the annual internal controlling schedule and reports
- Liaise with the GIZ country office on all admin, finance, and contract-related processes, either through Cluster Finance Management or directly where applicable
- Collaboration with the respective finance managers in the projects and at the cluster level
- Check consultancy contracts and supporting documents for completeness and check financial documents from consultants/consulting firms; monitor the progress of the contracts and prepare invoices
- Petty Cash Management support
- Manage the petty cash and reimbursements
- Record the daily transactions and book in the cashbook as well as controls the level of cash liquidity
- Ensure the validity of official receipts, invoices, etc., and that they are properly completed
- Local subsidy management
- Check vouchers and receipts of local subsidies submitted by the partners to ensure the use of funds by GIZ regulations.
- Accompany partners in drafting the proposal and during all stages throughout the whole contract period. Email exchanges, communications, training with partners, ensuring all adhere to the same standards.
- Monitor receivables account and settle on the due date; prepare reminder letters to partners for any delay in submitting vouchers
- Document all advisory services given during contract preparation and implementation in line with GIZ Rules and Regulations
- Other duties/ tasks
- Support the head of the project with other tasks when required
- IT support:
- File all necessary documents for the projects according to GIZ guidelines physically and electronically
- File documents in reference files or DMS in line with GIZ filing rules
Required Qualifications, Competences, and Experience
Qualifications and professional experience
- Bachelor’s degree or higher in Finance or Economics, Accounting, Business or Business Administration
- Experience of at least five years in a similar position
- Proficiency in Word, Excel, and PowerPoint
- Fluency in English and Kinyarwanda; French language skills an asset
Other knowledge and additional competences
- Communication skills
- Interpersonal skills
- Problem-solving skills
- Punctuality
- Critical thinking skills
- Teamwork and collaboration skills
- Work ethic
- Project management skills
Interested candidates should submit their application (motivation letter, updated CV, certificates, and references), by 1st March 2023 at 4:00 PM, by e-mail to recruitment-rw@giz.de. All attachments should be put together in one PDF file not larger than 2 MB. Please quote the job title in the subject.
GIZ is an equal opportunities employer and is committed to the full inclusion of all qualified candidates. This includes the provision of reasonable accommodation, if needed, to participate in the job application and interview process and to perform essential job functions. Please let us know, if you have any particular requirements should you be invited for an assessment/interview or that you wish us to take into account when considering your application.
Women and persons with disabilities are particularly encouraged to apply.
Only shortlisted candidates will be contacted for tests and interviews.
GIZ Office Rwanda
KN 41 St. / Nr.17, Kiyovu
P.O. Box 59, Kigali,
Rwanda
GIZ Office Rwanda reserves all rights!
