TERMS OF REFERENCE FOR HIRING A FINANCE AND ADMINISTRATION MANAGER AT AJPRODHO
Job vacancy
Deadline for application: 19th April 2024
Duty station: Kigali, Rwanda
Start date: As soon as possible
Announcement date: 9th April 2024
Post Title: Finance and Administration Manager
Association de la Jeunesse pour la Promotion des Droits de l’Homme et développement (AJPRODHO–JIJUKIRWA) is a non-governmental organization working to improve the rights of disadvantaged youth, women and children in Rwanda through Human Rights promotion and protection. AJPRODHO-JIJUKIRWA was founded in 1996 by students attending the National University of Rwanda. The organization was formed as a response to the Genocide against the Tutsi to protect future students from similar forms of manipulation. Since its founding, AJPRODHO has transitioned from a small student association to a nationally active non-governmental organization with programs in more than 17 districts spread over 4 Rwanda and Kigali city provinces. The primary focus of the organization continues to be Human Rights promotion, protection, research, advocacy, economic empowerment, and civil society strengthening.
Vacancy
AJPRODHO – JIJUKIRWA is currently seeking a qualified Finance and Administration Manager to oversee the financial and administrative functions of the organization. This role is integral to maintaining accurate financial records, ensuring compliance with regulations, providing strategic financial guidance, and managing administrative operations effectively.
The objective of hiring a Finance and Administration Manager at AJPRODHO is to ensure the seamless operation of financial and administrative functions within the organization. This role is pivotal in maintaining accurate financial records and upholding compliance with relevant accounting standards and regulations. Additionally, the Finance and Administration Manager will play a crucial role in providing timely and insightful financial reporting to inform strategic decision-making processes. This position aims to optimize financial management practices by strengthening internal controls and procedures while overseeing administrative tasks to ensure smooth day-to-day operations. Overall, the goal is to appoint a competent professional who can effectively manage both the financial and administrative aspects of AJPRODHO, contributing to its continued success and sustainability.
Key duties and responsibilities
The finance and administrative manager will:
- Lead and coordinate all financial and administrative functions within AJPRODHO, ensuring adherence to organizational policies, regulatory requirements, and best practices.
- Oversee day-to-day accounting operations and administrative tasks, including procurement, facilities management, and human resources.
- Maintain accurate and timely recording of financial transactions, preparing financial statements, reports, and forecasts as required.
- Conduct in-depth financial analysis to identify trends, variances, and opportunities for improvement, providing strategic recommendations to support decision-making.
- Develop and implement robust internal controls and procedures to safeguard assets, minimize risk, and enhance operational efficiency.
- Liaise with external auditors, tax authorities, regulatory bodies, and other stakeholders, ensuring compliance with all relevant regulations and requirements.
- Provide expert financial advice and guidance to management, participating in budgeting and forecasting processes to support organizational objectives.
- Stay updated on changes in accounting standards, regulations, and best practices, applying knowledge to enhance financial management practices within the organization.
- Manage office operations and procedures, overseeing administrative staff and delegating tasks effectively to ensure smooth operations.
- Organize and coordinate meetings, conferences, and events, ensuring all logistical arrangements are in place and in compliance with company policies and procedures.
- Monitor budgets and expenses related to administration, implementing cost-saving measures where appropriate.
- Implement and maintain effective filing and record-keeping systems, addressing administrative issues and resolving conflicts as they arise.
- Foster effective communication and collaboration with external partners, service providers, regulatory agencies, and other stakeholders as necessary to support organizational goals.
Qualifications
- A bachelor’s degree in accounting, finance, business administration, or a related field;
- Professional certification in accounting (e.g., CPA, ACCA, CIMA) is highly desirable;
- Experience with accounting software like QuickBooks is required;
- Additional qualifications or certifications in administration, management, or related areas are advantageous.
Experience
- Proven experience in finance and administration roles, preferably in civil society for at least 2 years;
- Strong knowledge of accounting principles, financial management, and administrative procedures;
- Demonstrated experience in managing day-to-day accounting operations, financial reporting, and budgeting processes.
- Experience in developing and implementing internal controls, policies, and procedures to ensure compliance and operational efficiency.
- Proficiency in using accounting software and MS Office applications, particularly Excel, for financial analysis and reporting.
- Previous experience in overseeing administrative functions such as procurement, facilities management, and human resources.
- Experience in liaising with external auditors, regulatory bodies, and other stakeholders.
- Excellent communication, interpersonal, and leadership skills, with the ability to work effectively in a team environment.
- Strong analytical and problem-solving abilities, with attention to detail and accuracy.
- Demonstrated ability to manage budgets, expenses, and administrative processes effectively.
- Experience in managing office operations, organizing meetings/events, and addressing administrative issues.
- Familiarity with relevant laws, regulations, and best practices in finance and administration.
- Previous experience in working with NGOs, non-profits, or similar organizations is advantageous.
Duration and Working Hours
- The position is full-time.
- Working hours are 40 hours per week.
Interested candidates who meet the qualifications and experience outlined above are encouraged to submit their applications via email to AJPRODHO JIJUKIRWA at ajprodhojijukirwa@yahoo.com. Application documents include an updated CV and a cover letter addressed to the President of the Administrative Council. The deadline for submission is the 19th of April, 2024. Only shortlisted candidates will be contacted for further consideration.
Done at Kimironko
9/4/2024
MUTSINZI MUSSA
President of Administrative Council
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