Director of Administration & Finance Unit at RWANDA PUBLIC PROCUREMENT AUTHORITY (RPPA) : Deadline :Nov 10, 2021

Job description

1. Coordinate the development, execution, monitoring and reporting of the RPPA budget (ordinary)
 Participate in the development of key priorities/Action Plan of the institution(RPPA) ;
 Participate in the budget preparation process;
 Participate in budget negotiation with MINECOFIN;
 Coordinate the Preparation of annual, quarterly and monthly cash plans in collaboration with other units;
 Monitor RPPA budget execution in compliance with the public finance rules and procedures;
 Formulating an appropriate financial management and accounting systems and procedures
 Receive and check all invoices and requests and forward them for payment;
 Verify and sign all payments;
 Ensure timely preparation of periodic budget execution and financial statement reports;
 Participate in budget revision process.
2. Coordinate staff recruitment and selection process.
 Supervise the implementation of the policies and procedures of recruitment of staff;
 Supervise and assess the process of recruitment from advertisement to selection of successful candidates;
 Organize the orientations/induction of the new staff
 Lead the probation process.
3. Coordinate staff planning and development.
 Ensure need assessment of staff capacity building;
 Ensure the development of capacity building plan ;
 Ensure the timely submission of the capacity building plan to the relevant institution;
 Ensuring the implementation of capacity building plan;
 Monitor regular trainings impact assessment;
4. Coordinate performance management of RPPA staff.
 Coordinate the preparation and signing of the performance contracts;
 Monitor the implementation of the employees’ performance contracts;
 Coordinate staff performance evaluation;
 Consolidate and submit the annual performance evaluation report of employees.
5. Ensure staff welfare
 Ensure timely staff salary payment and other benefits
 Ensure employees complaints are handled;
 Ensure the declaration of statutory withheld (PAYE, Pension and health contributions) are timely made
 Ensure recreational services for the staff is provided
 Ensure staff refreshment is provided;
 Coordinate staff leave plan and implementation;
 Organize unit regular meetings;
6. Ensure proper Labor relations
 Ensure compliance with public service laws and regulations in force;
 Monitor staff attendance, investigate causes for staff absence and recommend solutions;
 Coordinate the provision of advice on health and safety in the workplace;
 Advise the management on human resource and work related issues;
7. Supervise and Coordinate the management of office materials and assets
 Ensure proper maintenance of office equipment of the RPPA;
 Ensure and review the list of office material to be purchased;
 Ensure the approval of office equipment by management;
 Verify and approve material requests from staff;
 Ensure the submission of monthly inventory report and monthly inventory review;
 Ensure regular update and inventory of the RPPA’ assets register;
 Coordinate auctions of the RPPA’ assets.
8. Coordinate proper management of ICT tools and maintenance
 Oversee proper functioning of the RPPA server;
 Ensure ICT technical support services and guidance are timely provided;
 Ensure proper management and maintenance of ICT equipments;
 Supervise the administration of RPPA’ website;
 Ensure proper functioning of RPPA’ software’s;
 Ensure the availability and well-functioning of required hardware and software tools
9. Coordinate and supervise documentations and archives activities
 Oversee the management and preservation of the RPPA records and archives
 Ensure the establishment of exploitation system of information and the use of data in the archive of RPPA;
 Oversee the management of RPPA documentation library.
10. Supervise activities of the front desk
 Oversee management of incoming and outgoing mails and filing;
 Oversee the establishment and maintenance of the general filing system and file all correspondences.
 Oversee RPPA guest management