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Line Management and Liaison with :
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This position is under the direct line supervision of the Country Financial Controller and System Director based in Burundi.
This person will work in collaboration with the Deputy CFC based in Bujumbura and will provide support to the Senior Systems Officer and the Project Manager based in Huye
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Job Purpose :
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Ensure the coordination of all activities of the Rwanda Finance and Administration Departments and supervise other Finance, admin and system staff of the Rwanda Mission. In addition, He/She will support the Country Financial Controller in the development of financial systems. This entails a continual review of the financial systems already in place, in order to strengthen and improve internal controls, in accordance with Concern Worldwide’s policies and procedures.
He/she will work closely with Finance and admin staffs (Burundi and Rwanda) to ensure compliance with Concern’s financial policies and procedures.
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Duties and responsibilities:
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All responsibilities must be carried out in accordance with Concern Worldwide’s policies and procedures as well as the Rwanda national law. In particular, the overseas Finance Reference Manual, Financial Policies and Procedures, Delegation of Authority, the Logistics manual, the Human Resources manual, Transport and the procurement manuals.
Specifically, the main responsibilities of this position are as follows:
1) Financial Management
Ensure that accurate budgets, monthly and quarterly management accounts and donor reports are produced, mainly by:
- Support to programme and support managers during the preparation and revision of budgets and advising them during implementation,
- Preparation of donor budget proposals and presentation to the CFC for review and validation;
- Preparation of draft reports for donors based on the information contained in the Financial System,
- Monthly budget monitoring and communication with budget holders to ensure respect of donor compliance rules, budget flexibility and understanding of expenditures.
- Review exchange rate movements regularly and advice budget holders on implications for budget and programmatic follow up.
- Organise review meetings to discuss budget holders’ feedback on management accounts, review and discuss corrective actions taken where appropriate.
- To send to CFC on monthly basis a detail of all recharges paid in Rwanda.
- To prepare the monthly cash flow request (Cash-Flow Projection) and to send it to the Deputy Country Financial Controller no later than the 18th of the current month,
2) Accounting
- Verify and review all cash and bankbooks for Rwanda prepared to ensure that they are accurate, compliant, and ready for import and entry into the accounting system. May also have to prepare cash and bankbooks in case of absence of a finance staff for any reason.
- Also prepare/review month end journal to ensure that they are accurate, compliant, and ready for import and entry into the accounting system by attaching all the accounting documents before they are sent to the DCFC for review and authorization;
- Ensure staff timesheets are prepared and signed on the monthly basis and that this constitute the basis for the payroll journals.
- Ensure that balance sheet accounts are reconciled on a monthly basis and submitted to the CFC for review, signature and archiving while attaching the necessary supporting documents.
- To verify all approved documents prior to payment to ensure that the coding is correct, that the accounting records are relevant, consistent with the approved authority level and other Concern procedures;
- To make payments on behalf of Concern in cash or via bank and to update cash and bank books.
- Support field payments and other related to the activities done in the field.
- Prepare daily/weekly cash and safe reconciliations
- Prepare monthly bank reconciliations
- To check the Rwanda accounting documents in accordance with the electronic cash and Bank book; and also procedures in place at the end of each month;
- To issue Cash floats and to insure they are justified within the accepted period.
- To prepare all journals for Rwanda by attaching all the accounting documents before they are sent to the Country Finance Manager for review and authorization;
- To ensure correct and systematic archiving of all Rwanda accounting/admin documents for future use.
- To insure that that all other internal controls are in place in Rwanda and to keep the Country Financial Controller informed of irregularities;
3) Personnel management and capacity building
- The holder of this post will directly manage the senior field systems officer and any finance staff or intern that may be present in Rwanda.
- Develop the capacity of the finance and admin teams to ensure that a good level of financial management and coordination of activities is maintained.
- Undertake specific training, capacity building and other initiatives to ensure that Rwanda staff carry out their roles and responsibilities accurately and professionally. Also to create space for Rwanda staff to develop into credible candidates to fill a vacancy in the finance/admin teams to provide strong coverage.
- Undertake financial training for budget holders to assist them in the application of financial controls and in making decisions based on financial reports.
- Provide guidance to the Finance/admin departments for new budget holder to ensure smooth integration of new staff. This entails induction on finance and admin for all new staff in Rwanda.
4) Year End Procedures
Assist the CFC in the year end process by:
- Completing the end-of-year balance sheet forms and annex of the severance
- Completing the table of Donations received in kind (DIK) with the support of the Systems Director
- Assisting the CFC and the Systems Director in the development of the regulatory questionnaire,
- Sending letters from auditors to Concern’s debtors and creditor’s part of the annual audit.
- Perform other duties upon CFC request
5) Other specific duties
Audits (statutory and specific)
- Coordinate all audits in collaboration with the entire Concern Rwanda team in consultation with CFC,
- Coordinate the grouping of the supporting documents to be audited according to the sample of auditors and ensure that each document is properly filed back at the end of each audit.
- Focal point for the collection of documents and sending to the Regional Accountant for the audit of balance sheet and end-of-contract provisions.
Payroll
- Prepare the National staff Payroll based on inputs received from SSO and send it to the CFC for final verification and approval by the Country Director.
- Ensure all documentation relating to monthly payroll, taxation & Social Security is securely filed.
Taxes
- Prepare the Income and withholding tax, Social Security summary ready for payment on a timely basis and to deposit in Government treasury. To prepare and update related report on periodic basis for internal and external reporting.
- Update on a monthly basis the list of Goods and Services suppliers paid for usage at year-end as annexe to annual statements as recommended by the Rwanda law.
Partners
- To ensure CILPAT of all partners are made in a timely manner both at the beginning of any partnership and regular reviews for existing partners.
- To ensure that training is provided to address any weaknesses identified in the sector;
- To receive and verify financial reports and prepare related journals for the accounting system (where needed).
- To check cash requests by the partners and to ensure they meet approved budgets.
- Conduct regular visits to partners and discuss observations identified during the review of their financial reports
- To visit the partners to oversee their systems and procedures and to train their finance staff.
Procurement
- To participate as a committee member or Tender panel for any purchases made in Rwanda.
Field Visits
- Conduct field support and control visits to all Concern Rwanda activity sites to ensure that financial and other key controls are operating effectively and draft a report from each mission summarizing findings and any weaknesses identified to share with CFC and SD.
Fixed Assets and Inventory Management
- Carry out the verification of the register of fixed assets at the end of the year and this with the support of logistics and the systems Director (SD),
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Qualifications, Experience and Skills Required:
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Essential:
- University degree in Accounting; Financial Management or Business Administration is Essential;
- Have in-depth knowledge of MS Excel
- In-depth knowledge of Accounting acquired during at least 5 years of experience working in a similar function with an NGO;
Desirable:
- Holding an MBA, ACCA is an asset.
- Knowledge of donor financial policies and procedures;
- Knowledge of government policies and regulations on financial management and taxation
- Experience in training, induction and support for finance staff and staff in other departments;
- Perfect knowledge of English and Kinyarwanda. The mastery of French is an asset.
- Operational knowledge of Microsoft Office and skills in the use of e-mail;
- Able to work independently and take and propose initiatives;
- Able to learn new methods
- Ability to implement Concern’s policies and procedures to ensure effective and efficient support for the achievement of the organization’s objective;
- Good interpersonal, organizational and time management skills;
- Good staff management skills, Understanding of others,
- Ability to maintain the utmost discretion and confidentiality;
- Flexibility on working hours and days, and willingness to make business trips through Rwanda or outside.
- Be registered with the Order Professional Accountants of Rwanda
- Previous work experience with Concern is also an advantage
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Concern has a Programme Participant Protection Policy and Code of Conduct, which has been drafted to ensure maximum protection for programme participants, including beneficiaries, from abuse and exploitation and to clarify the responsibilities of Concern staff, partner organisations and any person engaged by Concern or visiting our programmes, and the standards of behaviour expected of them.
In this context, all Concern personnel have a responsibility to the organization to strive to maintain the highest level of behaviour in their daily work in accordance with Concern’s mission and core values.
Any applicant to whom Concern has offered employment will be required to sign Concern’s Programme Participant Protection Policy and Code of Conduct as an appendix to their contract. By signing this document, the candidate demonstrates that he understands its content and agrees to conduct himself in accordance with the provisions of the document.
Any violation of the Program Participant Protection Policy and Concern’s Code of Conduct by Concern employees will result in disciplinary action that may lead to termination of employment.
“Concern Worldwide Rwanda is committed to fight against HIV and AIDS and to promote a supportive working environment for those infected and/or affected.” Each staff member is required to contribute to achieve this commitment by:
- Raising awareness and on-going learning about HIV and AIDS issues;
- Protecting him/herself and colleagues;
- Sharing information with colleagues and actively contributing to fighting stigma and discrimination”.
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