% Time

Major Activities

End Results Expected

10

Business Requirements 

1. Participate in developing Functional Strategy through understanding and capturing stakeholders’ needs.

2. Translate the strategy into Annual Business Plans with the guidance of Manager.

Stakeholders’ needs are represented in functional strategies and ABPs.

10

Planning 

1. Establish and communicate priorities based on customer needs. Contribute to cross-functional planning activities.

2. Engage with Partners / Sub-Grantees in procurement planning process.

3. Advise on, and participate in development of consolidated procurement plan and sourcing strategy

4. Develop sources of competitive advantage to ensure that the supply chain management function supports the achievement of the organization’s source of competitive advantage.

5. Advise on the Country planning process guidelines to communicate with the Operations Teams.

Field and Partner requirements in Procurement planning are well captured in APP guidelines and the APP process is well supported.

10

Strategic Sourcing 

1. Execute the Market Assessment and Supplier Pre-Qualification process as per the set guidelines and supervise Assessments at Field level.

2. Manage the RFQ/RFP Process including baselines & price survey methodologies as per the approved framework and supervise the process at Field Offices.

3. Lead negotiations for the assigned Categories and guide negotiation strategies for the categories assigned to Coordinators.

4. Supervise the Sourcing events at Field Offices.

5. Review / preparation Procurement Committee submission documents to ensure their comprehensiveness to allow an informed decision-making process.

6. Analyze and ensure that Partners’ / Sub-Grantees’ market assessment process, supplier pre-qualification process, RFQ/P and evaluation process, meets WV / Donor requirements, and capture any gaps identified in the capacity development plans / exemption approvals.

7. Facilitate Purchasing Committee meetings and ensure that proper documentation is maintained.

Strategic Sourcing steps are properly followed for all assigned categories, at all levels of operations including partners.

10

Supplier Contract and Relationship Management 

1. Draft supplier contracts for those categories where the vetted global standard contract format is not applicable, and reviews supplier recommended changes.

2. Ensure that the suppliers understand contractual conditions and performance indicators.

3. Monitor and complete contract close-out, extension or renewal, as appropriate for the assigned commodities.

4. Identify & resolve or escalate contract-related issues both internally and externally, and propose improvements to the contracting process.

5. Develop supplier Key Performance Indicators based on guidelines / category and monitoring process.

Contracts and supplier relationships are managed, resolving any contract related disputes.

10

Procurement Execution 

1. Receive incoming Purchase Requisitions (Pending Buyer Action), verify specifications are clear, conduct sourcing event if required items are not already on contract, update the PR with actual supplier record and release PR for approval.

2. Follow Procurement Polices and guidelines in Supplier Award decisions under the applicable threshold.

3. Manage PO Change requests coordinating with Requesters, Budget Owners and Suppliers

Day to Day procurement operations are managed smoothly, in compliance to policies and procedures.

10

Data Management, Analysis and Reporting 

1. Monitor performance of key indicators, conduct root cause analysis of low performing areas and develop plans to improve those indicators

2. Conduct cost price analysis to formulate negotiation plans.

3. Analyze industry trends and market competitions to develop business improvement initiatives.

Supplier performance, cost and market related information is well used for business improvements.

5

Process, Procedure and Policy 

1. Socialize and implement the approved policies (including exemptions approved), processes and guidelines.

2. Conduct regularly reviews of procurement policies, processes and guidelines to measure their effectiveness and applicability, including customer satisfaction and report to NO Management.

3. Advise National Offices on how to manage and maintain Logistics Tool & Dashboard for metric visibility in supply chain channels and timely communication with clients

4. Review with Partners / Sub-Grantees, their SCM Policies, procedures and etc. to identify any gaps, document them under assessment reports, and capture under capacity building plans.

Adherence to Process, Procedure and Policy in fulfilling procurement needs.

10

Systems Development and Implementation 

1. Prepare reports for management.

2. Prepare general and detailed guidelines for the required systems

Availability of system generated management reports and guidelines.

5

Control and Compliance 

1. Develop risk identification & assessment tools, registers and other tools and assess SCM related risks.

2. Develop proper filing and record keeping process for supply chain activities and ensure procurement audit trail is always available.

3. Monitor adherence to control measures and compliance with WV supply chain policies and guidelines.

4. Escalate any form of breach of controls, frauds, non-compliance, misappropriation of WV funds and assets related to SCM identified during the monitoring process.

5. Implementation of agreed audit recommendations in the procurement process as per the guidance given by the HoD.

6. Review Partners / Sub-Grantees, internal control system in the procurement process to identify any gaps, document them under assessment reports, and capture under capacity building plans.

7. Periodically monitor the progress on implementation of recommendations and update the management of all parties.

Procurement related Risks are identified, recorded and mitigation measures are taken.

5

Leadership and Coaching 

1. Ensure that all Supply Chain staff members understand Procurement Policies, Processes, and Systems

2. Support in planning and coordinating departmental meetings to review status of tasks and update Senior Management Team on the progress of the departments’ functions.

Procurement policies, processes and systems are clear to Supply Chain staff members.

10

Training and Capacity Building 

1. Coordinate, participate in, and/or train staff from Supply Chain Staff and other WVI Departments on WVI Procurement Policies, Processes, and Systems.

2. Conduct Partners’ / Sub-Grantees’ capacity assessment and capacity building plans as per set framework / guidelines.

3. Train the Partners / Sub-Grantees based on the approved capacity-building plan, monitor progress. Coordinate with internal stakeholders in monitoring the progress and submit progress reports to the management.

Stakeholders and partners are clear on WV Policies, processes and other procurement related guidelines.

Required Professional Experience

• At least 5years’ experience in Procurement or Supply Chain of which  3 years as Procurement Specialist
• Substantive experience working in the INGO sector dealing with multiple donor funds and meeting different donor requirements
• Demonstrated Supply Chain Management expertise/experience
• Highly experienced in negotiation strategies and tactics
• Ability to drive strong relationships with suppliers
• Strong report writing and communication skills

Required Education,

training, license,

registration, and

certification

• Bachelor’s degree in Business Administration, Procurement, Procurement&- Supply Chain Management, Economics, Engineering, Law, or any other related discipline. Possession of Professional qualification in Procurement should be an added advantage

Preferred Knowledge

and Qualifications

• Professional qualification in Procurement
• Strong computer skills and solid background working with modern office software
• Strong writing skills
• Critical thinking and innovative, with an ability to research, analyze and evaluate components of supply chain processes
• Self-motivated with strong communication skills and the ability to work in a fast-paced dynamic environment
• High level of integrity, zero tolerance to corruption

JOB TITLE

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

Key Result Areas

Procurement And Administration Manager

Reports to:

the Director of Human Resources and Administration

Department:

HR and Administration

Age Limit: 45

• Be a Rwandan by Nationality
• Bachelor’s Degree in Business Administration, management, Finance or Economics or Diploma in Procurement and Stores
• Relevant Master’s Degree or Professional certification in procurement is an added advantage
• At least 3 years’ experience in procurement managerial level or 5 years in other senior position in procurement and administration.

Knowledge and Skills

• People management skills
• Negotiation skills
• Report writing
• Analytical skills
• Leadership ability
• Confident
• High level of integrity
• Planning and organizing
• Action oriented,
• Problem solving
• Strategic thinking
• Excellent inter – personal skills
• Sharp knowledge of market trends
• Good public image and personality
• Due Diligence
• Attention to Detail

Key responsibilities

Administration

• Responsible for all insurance needs, facilitating renewals and following up on claims;
• Manage the procurement procedure within the approved budget;
• Ensure land rates and business permits are timely renewed;
• Management of the assets registers;
• Convene the procurement committee;
• Supervise the Store and Logistics Officer and procurement officer in the provision of office support services to all departments;
• Prepare accurate reports on expenditures incurred, office maintenance and other consumables;
• Follow up and ensure that the telephones (telephone switching system) are in good working order and well manned at all time;
• Consolidate and update the fixed assets registers and ensure that records are up to date and reflect actual physical assets in the company;
• Maintain the property insurance register and update new equipment and property into the current policy;
• Carry out filling of expenditure and procurement documents;
• Maintain proper stores and procurement records;
• Premises and Estate management;
• Set and monitor standards of excellence for all administrative process;

Procurement Planning and Execution

• Prepare a consolidated procurement plan based on the approved action plan;
• Receive the procurement Requisition and supporting documents from the originating Department;
• Verify the current availability of sufficient funds in the budget heading and that the requirement is defined in the Annual Procurement Plan;
• Checks that documents are complete that any plans and designs for works are properly prepared and approved by the competent authority, that all essential site tests and inspections have been carried out, and that due consideration for safety, economic and environmental factors is included;
• Ensure that the specifications for goods or terms of reference for services are suitable for the need and are of an appropriate quality;
• Review the specifications and develop as necessary ensuring that these are detailed, precise and generic;
• Preparation of bidding documents;
• Publication and distribution of invitation to bid;
• Receipt and safe keeping of bids;
• Obtaining approvals for award recommendations from competent authorities;
• Preparation of notification of tender ward;
• Ensuring adequate contract execution in collaboration with the beneficiary department;
• Manage the centralized procurement of equipment, stationaries, supplies, office furniture among others;
• Follow up on purchase order (PO) statuses and keep the heads of departments and respective project managers abreast of the estimated time delivery or any changes that may affect or modify the pre-determined delivery conditions; ensure all expected merchandise is received in accordance with PO specifications, and that all goods are in good condition;
• Maintain excellent supplier relationships whilst ensuring that the interests of the organization are protected at all times in line with the procurement policy;
• Supervise the management of the stock levels and ensure that the store is well managed and responsive to the requests from branches;
• Generate periodic report/maintain a list of pre-qualification of vendors for various items and services;
• Coordinate maintenance and improvement of Umwalimu SACCO Offices;
• Responsible for payment of all rents and utility bills, closely monitor payment against the budgets and prepare appropriate management reports;
• Maintain an accurate schedule for timely renewal of all property leases and other framework contracts where applicable;
• Supervise the management of all organizations vehicles including usage logs, reconciliation of the fuel account, maintenance, repairs and insurance;
• Supervise receptionist, driver, messenger, housekeepers and gardeners;
• Maintain updated records of all keys and security codes;
• Coordinate the fuel account with the supplier and ensure that the records of any consumption are updated;
• Manage the courier services, service level agreement and provide timely feedback and follow up any issues arising;
• Monitor external contracts and services provided by the suppliers to ensure that these are operating effectively and provide the best value to the company;
• Perform other related duties assigned by the Head of Department.

• Efficient administrative management that ensures the institution is well supported;
• Development and implementation of the procurement policy
• Ensure necessary, timely and cost savings procurement is done as per policy and approval and efficiently supplied to user units are required;
• Budget observation;
• Development and updating of data;
• Logistical support to the institution;
• Up to date payments for all services rendered;
• Good condition of premises and other assets,
• Supportive administration structure;
• Staff supervision and performance management;
• Satisfactory audit rating and inspections.

JOB TITLE

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

Key Result Areas

IT AUDIT MANAGER

Reports to:

Director of Internal Audit

Department:

Internal Audit

Age Limit: 45

Education&experience

• Degree in computer science, software engineering, or information systems;
•  Having or working toward a recognized security certification (e.g., CISSP, CISM, GIAC, CISA)
• 3 years’ relevant experience in IT auditing at  managerial level
• 5 years ‘relevant experience in IT auditing at other lower levels

Skills and Knowledge

• Advanced computer skills-Ms Office, excel, SQL Server
• Knowledge with information security standards such as NIST, ISO, PCI DSS, COBIT, and associated security controls.
• Knowledge of the IT Security field is required, including all major communications and computing technologies and trends, including significant domestic and international exposure.
• Knowledge and experience in IT risk and compliance management programs related to IT Audit, 3rd Party Risk Management, and Security and Privacy Regulations
• Broad information technology background particularly in IT architecture, systems and software development, disaster recovery, and operations
• Thorough knowledge of financial services/ finance industry policies and industry development
• Thorough knowledge and of regulatory requirements as relates to SACCOS
• Accounting principles and procedures including International Accounting standards and local guidelines
• Investigation and probing skills
• Leadership and audit program management background
• Conceptual and analytical thinker, able to understand, analyzes, and synthesizes complex business and technology issues and strategies.

Key responsabilities

• • Formulate IT audit strategies to improve control efficiencies, manage the development and implementation of an IT Audit Program to ensure the ongoing practice of security and compliance as a process to identify and address systemic control and efficiency issues within Umwalimu Sacco.
  • Understand the criticality of business processes with reference to policies and processes. Conducts security risk assessments to proactively identify and minimize the probability of risk occurrences.
  • Provide Business and IT management with guidance on IT risk management matters, particularly on application and infrastructure security.
  • Responsible for developing and maintaining the IT Risk Assessment under the oversight of the Director of Internal audit; including identifying areas where business units should consider additional investment and areas internal audit should focus.
  • Work with Finance and ICT, Business development and operations, Credit administration, HR, Legal and Administration departments in reviewing systems and establishing appropriate controls and procedures where they may not exist
  • Conduct audits or lead audit teams in performance of IT audits and reviews of systems, applications and IT processes:
  • Perform pre and post- implementation reviews of system implementations or enhancements

• IT security audits (e.g. network, operating system and data center), including evaluating if security vulnerabilities are properly identified and mitigated.
• Coordinate the scope and performance of these reviews with business units and external security experts.
• Carry out systems audit on the core accounting system and provide liaison to External Auditors in this respect.
• Perform various other reviews of IT management policies and procedures such as change management, business continuity planning/ disaster recovery and information security to ensure that controls surrounding these processes are adequate.
• Establish a process for controlling transactions and regularly inspect institution’s records and processes to ensure that these comply with policy, statutory and reporting requirements and evolve scrutiny methodology that ensures compliance and sets standards to be adhered to for such from time to time
• Develop, build & implement tools to analyse data to improve audit efficiency and effectiveness, (including for risk assessments). Ultimately be a source for analytics that business departments adopt to provide business insights or for continuous auditing.
• Carry out regular and surprise inspections of all processes, policies and procedures, ensuring that they comply with statutory requirements and best practices guidelines as may be prescribed from time to time by local and global organizations such as the consultative group to assist and other government regulations, prudential guidelines as they may be applicable to MFIS
• Keep abreast with latest developments in the finance, banking, audit   and accounting fields with a view to enhancing internal audit function as a key contributor to institution’s strategy.
• To perform any other duties as may be assigned by the Director of the Department or Director General.

• Audit system compatible with organization’s growth.
• Ensure Core system functionality parameters are secure.
• Adherence to internal controls across the organization.
• Timely and accurate audit and risk reports
• Risk report with proposed action plan
• Report on productivity and efficiency with recommendation on areas of cost savings and improvements.
• Quarterly reports on quantifiable/verifiable achievements.

JOB TITLE

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

Key Result Areas

LEGAL AFFAIRS MANAGER

Reports to:

the Director of Legal Department:

Age Limit: 45

• Being a Rwandan by Nationality
• Bachelor Degree Law (LLB) / Master in Law (LLM),
• Diploma in Legal practice
• At least Seven (7) years of working experience in legal matters at managerial level for Bachelor’s degree holders;
• Five (5) years of working experience in the same field at managerial level for Master’s Degree holders.

Knowledge and Skills

• Good Communication skills;
• Management skills
• Attention to details;
• Ability to work under minimal supervision;
• Excellent oral and written communication;
• High level of creativity and innovation;
• Update Knowledge of regulatory environment
• Must be fluent in Kinyarwanda and English. Knowledge of French is an added value

Key responsibilities

• Analyzing the legal implications of all the activities of the organization to ensure that the company conducts all its activities and operations within the existing legal framework
• Identifying potential legal risks in the company and serves as an internal early warning system to management
• Legal drafting of all agreements including but not limited to leases, and contracts for employment, commercial transactions, and supply agreements, etc.
• Executes and manages appropriate legal action in response to litigation suits filed against the Cooperative by external parties and prosecutes third parties when company rights and/or interests are violated.
• Assist in drafting legal advice within a specific area to managers and staff to ensure that decisions taken are legally correct.
• Draft, review and amend legal documents drafted by, or sent to the organization.
• Represent the organization at routine court hearings and tribunals to ensure that the organization’s interests are effectively safeguarded and so that it carries out its legal obligations effectively.
• Briefing / discussion with the lawyers for legal cases to ensure Cooperative interests are safeguarded;
• Monitor the progress of legal transactions to ensure that the correct actions are taken at the appropriate times.
• Represent the organization at meetings with external bodies on specific topics to ensure that the legal aspects of any decisions are fully considered.
• Assist in carrying out research and prepare reports on any legally complex issues to ensure that the organization has full information about the legal implications of any decisions.
• Draft and review complex legal documents on various matters, ensuring that these are legally sound and/or to ensure that the organization’s interests are safeguarded.
• Maintain an awareness of developments in the legal field which might affect the organization and prepare reports on relevant matters for consideration by management.
• Pursuits of debt collection including issuing of demand letters and follow up instructions to lawyers and auctioneers.

• 100% legal compliance
• Excellence in execution of the role of Legal representative
• UMWALIMU SACCO interests are protected in all contracts and business transactions
• Ensure minimized legal exposure for UMWALIMU SACCO
• Efficient debt recovery efforts/legal letters to customers for distress
• Cost effective securitization of loans

JOB TITLE

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

Key Result Areas

SENIOR CREDIT ANALYST

Reports to: Credit Analyst Manager 

Department:

Credit

Age Limit: 35

• Be a Rwandan by Nationality
• Business degree or equivalent Degree;
• MBA or Qualification in loan Management
• At least 4 years’ experience in all aspects of lending i.e. risk assessment, documentation, securitization, monitoring and control of loans.

Knowledge and Skills

• Advanced knowledge in marketing and credit risk management,
• Accounting knowledge
• Excellent problem solving and decision-making skills.
• A wide knowledge in the micro finance performance
• Business growth and development
• Strong customer focus
• Ability to constantly deliver quality and value

Key responsibilities

• Continually asses the adequacy of and adherence to internal credit policies and loan administration procedures
• Thorough business assessment and proper recommendations
• Ensuring proper securitization
• Project relevant trends that affect the collectibles of the portfolio and isolate potential problem areas
• Provide management with accurate and timely information relating to credit quality that can be used for financial and regulatory reporting
• Ensuring consistent application of the internal credit policies and loan administration procedures
• Assessing credit risks on business and making the necessary recommending with regards to possible exposure
• Ensure a thorough and accurate process of analysis for loan applications that are beyond the approval of branch office limits in accordance with the Cooperative’s lending policies;
• Preliminary check of loan application for completeness;
• Improve loan applications and documentation by informing applicant of additional requirements;
• Explain to customers the different types of loans and credit options that are available, as well as the terms of those services;
• Stay abreast of new types of loans and other financial services and products in order to better meet client’s needs;
• Meet with applicants to obtain information for loan applications and to answer questions about the process;
• Obtain and compile copies of loan applicants’ credit histories, financial statements, and other financial information;
• Analyze applicants’ financial status, credit, and property evaluations to determine feasibility of granting loans and determine the degree of risk involved in lending money to them;
• Conferring with credit references to exchange credit information on clients;
• Evaluates loan applications and documentation by confirming credit worthiness;
• Approve loans within specified limits, and refer loan applications outside those limits to management for approval;
• Ensuring professional relationships are established and maintained with members;
• Maintains customer confidence by keeping loan information confidential;
• Understanding the underlying causes of default and taking proactive action to minimize default
• Closely follow up the loan repayment status, identify early changes in payment patterns and propose action to avert indebtedness;
• Perform any other duties as may be assigned by the supervisor (s)

• Acceptable credit risk ratios
• Enforce adherence to set credit policies.
• Efficiency in loan repayments
• Reduced incidence of bad and doubtful debt

JOB TITLE

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

Key Result Areas

SENIOR CREDIT ADMINISTRATOR

Reports to:

Credit Administration Manager

Department:

Credit

Age Limit: 35

• Be a Rwanda by Nationality
• Business degree, management, economics, finance or equivalent Degree;
• MBA or Qualification in loan Management would be an added advantage
• At least 3 years of experience in all aspects of lending i.e. risk assessment, documentation, securitization, monitoring and control of loans.

Knowledge and Skills

• Advanced knowledge in marketing and credit risk management,
• Accounting knowledge
• Excellent problem solving and decision-making skills.
• A wide knowledge in the micro finance performance
• Business growth and development
• Strong customer focus
• Ability to constantly deliver quality and value

Key responsibilities

• Continually asses the adequacy of and adherence to internal credit policies and loan administration procedures;
• Monitoring and Controlling all Loans account and ensuring correct classifications for non-performing loans as per the laid down procedures;
• Ensuring that the security documentation and other necessary documentation are obtained and completed in all respects before draw down of the facility;
• The initiating, setting up and maintaining of a system of lodgment and withdrawal of securities;
• Ensure that the loan insurance, documentation and securities are perfectly updated;
• Initiate and coordinate the process of loan contracts administration by making a checklist all the necessary requirements/dossiers needed to be in place before the signature of any loan contract;
• Verify and analyze the authenticity of the requirements/ dossiers presented by the client in order to avoid fraud or other malpractices in the loan giving process;
• Ensuring that the loan contract administration is in congruent with the loan terms and conditions and the Cooperative’s credit policy as well as other respective regulatory guidelines;
• Assist clients in understanding the terms and conditions of the loan contract so as to facilitate engagement on either side (the Cooperative and the client) and to avoid uncertainties in the future that may result into loan arrears;
• Make follow-ups on the signature of loan contracts by the public notary;
• Submit the prepared draft agreements to the respective parties review and comments;
• Ensure that the registration of collaterals comply with both internal and external policies;
• Make online registration of the client’s collateral securities in the Rwanda development Board;
• Make approval and recommendation of the granted loan for disbursement in the Credit Administration Section after the successfully fulfillment of the contract step;
• Keep safely all legal documents under dual control system and monitor the expiry dates of collateral securities;
• Generate periodical reports for decision making and future work plan and;
• Perform any other duties as may be assigned by the supervisor (s).

• Acceptable credit risk ratios
• Enforce adherence to set credit policies.
• Efficiency in loan repayments
• Reduced incidence of bad and doubtful debt

JOB TITLE

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

Key Result Areas

HUMAN RESOURCES OFFICER IN CHARGE OF PAYROLL AND PERFORMANCE MANAGEMENT

Reports to:

the Human Resources Manager 

Department:

HR and Administration

Age Limit: 35

• Being a Rwandan by Nationality
• Bachelor degree in business Administration, Management, Accounting, Human Resources or Other Related Bachelor’s Degree.
• Post graduate qualification in Human Resource or certification in HR would be an added advantage.

Minimum 3 years’ experience in payroll administration or in account office

Knowledge and Skills

High understanding of payroll procedures,

Accuracy;

Computer and keyboard skills

High understanding of excel

Key responsibilities

Payroll Administration

• Supervise the accurate and timely payment of all staff salaries and expenses, making the appropriate statutory deductions.
• Supervise the administration of the permanent health insurance scheme and the pension scheme.
• Supervise the administration of the Statutory Sick Pay scheme and Statutory Maternity Pay.
•  Provide any required advice and guidance on payroll matters to managers and staff.
• Oversee the timely and accurate submission of all statutory returns to the Rwanda Revenue and other government Institutions.
• Monitor all payroll costs and ensure that these are allocated to the correct budget heads.
• Keep abreast of all developments relating to payroll law and administration to ensure that the Institution complies with its statutory obligations and follows best practice.
• Develop and implement all necessary systems and procedures to ensure the continued timely and accurate payment of salaries and expenses.
• Supervise payroll staff to ensure that they are appropriately motivated and trained and carry Main purpose of job

Performance Management

• Assist in the coordination of the annual and mid-year performance appraisals, review results and prepare reports for management decision making
• Assist in the Review the performance management tool and ensure that all employees have a signed scorecard at the beginning of the year.
• Ensure all staff set annual performance targets in line with the institution’s business plan and avail continuous monitoring and feedback for performance related decision making;
• To perform any other duties as may be assigned from time to time by the Supervisor

• All employees are paid on time
• Key deduction are timely paid to relevant Authorities
• Timely submission of report on any change in the payroll
• Development & updating of data
• Compliance to tax law and avoidance of penalties
• Satisfactory audit rating and inspections
• Timely submission of performance evaluation and objective settings

JOB TITLE

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

Key Result Areas

DIRECTOR OF INTERNAL AUDIT 

Reports to: Supervisory Committee

Age Limit: 45

• Being a Rwandan by Nationality;
• Having a Bachelor degree in business administration, Management, Economic or Finance
•  Having CPA (R)/ACCA qualification;
• Experience: 3 years’ experience at similar position level or 5 years’ experience in auditing at managerial level;

Skills&knowledge

• Advanced computer skills-MS Office, excel, SQL Server
• Thorough knowledge of financial services finance industry policies and industry development
• Thorough knowledge of financial and regulatory requirements as relates to Financial institutions
• Accounting principles and procedures including International Accounting standards and auditing standards and best practice from relevant institutions such as Rwanda Accountants Institute guidelines
• Up to date knowledge of internal audit issues and trend especially risk based internal audit
• Ability to institute new, revolutionary ways of strategic business approaches, risk management and control practices.
• Able to act independently, efficiently and effectively manage their time.
• Leadership capabilities
• Sound judgement and decision making ability
• Good knowledge of the organization;
• Strong Analytical skills;
• Report writing and presentation skills.
• Advanced communication skills
• Investigation and probing skills
• Knowledge of relevant laws including the Companies Act

Key responsibilities

• Develop policy, procedure and systems for the department, including documentation where necessary, participate in revision of operations, accounting, procurement, HR and MIS manuals in order to ensure adherence to Sacco policy, statutory requirements and reporting requirements
• provide leadership and ensure provision of sound financial management in compliance with Central Bank of Rwanda(BNR) and all applicable regulations;
• Demonstrate strategic thinking for the formulation of the overall business strategy and ensure the organization remains on track for the achievement of financial targets.
• Continuously improve financial management practices and grow business, working within the resources and agreed budgets;

• Direct and control all internal audit staff to ensure that they are appropriately motivated and trained and carry out their responsibilities to the required standards.
• Develop and implement an annual audit plan to ensure that the organization complies with financial and statutory regulations and standards
• Work with Finance and ICT, Business development and operations Credit administration, HR, Legal and Administration departments in reviewing systems and establishing appropriate controls and procedures where they may not exist
• Ensure a process for controlling transactions and processes to ensure that these comply with policy, statutory and reporting requirements
• Carry out regular and surprise inspections of all processes, policies and procedures, ensuring that they comply with statutory requirements and best practices guidelines as may be prescribed from time to time by local and global organizations such as the Banking regulations, prudential guidelines as they may be applicable
• Regularly inspect Sacco records and transactions and evolve scrutiny methodology that ensures compliance and sets standards to be adhered to for such from time to time
• Prepare internal audit, quality assurance and inspection reports and present those to the Board’s finance and Audit Committee, clearly indicating how these fit into the overall business/Sacco strategy and ensure implementation of any actions agreed.
• Maintain a working relationship with external auditors to ensure that they have all the information they might require.
• Carry out ad hoc audit reviews to investigate any areas identified by management.
• Keep abreast with latest developments in the finance, banking, audit   and accounting fields with a view to enhancing internal audit function as a key contributor to Sacco strategy.
• Performing  any other duty as may be assigned by the Supervisor

• Audit system compatible with organization’s growth
• Adherence to internal controls across the organization
• Timely and accurate audit and risk reports
• Key strategic initiatives undertaken
• Risk report with proposed action plan
• Report on productivity and efficiency with recommendation on areas of cost savings and improvements.
• Quarterly reports on quantifiable/verifiable achievements

JOB TITLE

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

Key Result Areas

LEGAL DOCUMENTATION AND COMPLIANCE OFFICER                        

Reports to:

Director of Legal and Compliance 

Department: Legal

Age Limit: 35

• Being a Rwandan by Nationality
• Bachelor degree in Law (LLB);
• Diploma in Legal Practice or any other equivalent qualification in law is an added value;
• 3 years progressive experience in Legal field;

Job purpose

Responsible for advising the management on legal matters and ensures compliance by the Cooperative to all legal/statutory requirements.

Knowledge and Skills

• Good Communication skills;
• Attention to details;
• Ability to work under minimal supervision;
• Excellent oral and written communication;
• High level of creativity and innovation;
• Must be fluent in Kinyarwanda and English, Knowledge of French is an added value

Key responsibilities

• Assist in providing accurate legal advice on less complex matters to managers and staff to ensure that decisions taken are legally correct;
• Carry out research and prepare reports on any legal issues to support the more senior members of the team;
• Assist in drafting legal documents on various matters, ensuring that these are legally sound and/or to ensure that the organization’s interests are safeguarded;
• Drafting of contracts with suppliers, business partnership including negotiating the contracts;
• Drafting leases with landlords and corresponding with them;
• Maintaining lease schedules;
• Review documents to check for legal accuracy.
• Analyze issues and problems to identify legal implications.
• Maintain an awareness of developments in the legal field relevant to the organization, including reviewing and reporting on the implications of any new legislation;
• Liaison with external lawyers/auctioneers;
• Pursuit of debt collection including issuing of demand letters and follow up instructions to lawyers and auctioneers;
• Perform any other duty as may be assigned by the Supervisor

• Be the liaison with the regulator on legal compliance
• Ensure UMWALIMU SACCO interests are protected in all contracts
• Working with Credit Department, ensure efficient debt recovery efforts
• Cost effective securitization of loans

JOB TITLE

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

Key Result Areas

PUBLIC RELATIONS AND COMMUNICATION OFFICER                   

Reports to: Public Relations, Branding and Communication Manager

Department: Business Growth and Development

Age Limit: 35

Education&experience

Bachelor degree in Communications, public relations, journalism, media studies, or marketing.

• Minimum of 2 years’ progressive experience as public relations officer or communications officer in a reputable institution or in any busy marketing functions. Experience as a public relations/communications/ marketing officer in a financial institution will be an added advantage.

Skills&knowledge

• Excellent communication skills both orally and in writing

• Good command of English both orally & in writing;
• Excellent interpersonal skills
• Excellent skills in graphic design, videography and photography (Must be able to use graphic design softwares such as adobe in design, photoshop, illustrator or any other graphic design software; as well as video editing softwares such as Adobe Premiere Pro, Vegas Pro, Filmora Wondershare, Canvas, etc.).
• Good IT skills (Able to use Microsoft Word, Excel, PowerPoint, Publisher, etc.)
• Excellent skills of presentation of information;
• Proactive and ability to effectively work under minimum supervision
• Ability to prioritize and plan effectively.

Key responsibilities

• To assist in developing an appropriate External and internal Communications strategy that addresses Organization’s brand and image positioning.
• Under the guidance of the Brand and Communication Manager, and working closely with other Departments, manage the implementation of the agreed External and internal Communication plans and activities.

• Assist in the production of publications to promote the image of the organization. (magazines or newsletters, success stories, …) and multimedia products (audio-visual adverts, video documentaries, …)
• Respond to enquiries from the media to ensure that a positive image of the organization is promoted.
• Respond to enquiries of members on social media platforms to promote customer satisfaction and a positive image of the organization.

• Update content on U. SACCO website and social media platforms and assist in maintaining them to ensure that they remain up to date, informative and interesting.
• Writing or producing presentations and editing in-house magazines, short videos or audios, infographics, case studies, speeches, articles, leaflets and brochures and annual reports for both external and internal distribution.
• Perform any other duty as may be assigned by the Supervisor.

• Communication and PR that results in Brand positioning in line with institution’s strategy
• Increased levels of publicity and visibility
• Visibility in the communities where Umwalimu SACCO does business
• Introduction of effective internal communication

JOB TITLE

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

Key Result Areas

System Administrator.

Reports to: IT Infrastructure Manager

Department: ICT

Age Limit: 35

• Being a Rwandan by Nationality;
• Bachelor’s degree in computer science, software engineering or information systems (or related field)
• Minimum of 3 years’ experience with progressive responsibility in a similar environment;

Knowledge and Skills

• Advanced knowledge of Windows Server (2012/2019) /desktop Operating Systems (Win 10)
• Managing in excess of 5 Windows Server infrastructure
• Managing deployments/rollouts
• Advanced knowledge in managing server virtualization technologies like VMWare Server/ESX or Microsoft Hyper-V/Virtual
• Advanced knowledge of mailing system
• A solid understanding of LAN/WAN networking
• Strong communication and documentation skills
• Flexible and able to adapt to a rapidly changing environment
• Must be organized and have the ability to manage projects of varying length
• Positive, self-motivated individual who can complete tasks independently
• Ability to collaborate easily and effectively within a team and thrive in a fast paced environment
• Strong communication and documentation skills
• Flexible and able to adapt to a rapidly changing environment

Key Responsibilities 

Server Administration:

• Planning, deploying, installing and configuring servers, virtualization and software
• Proactively manage servers, administrative responsibility for servers on network
• Analyzing system logs and identifying potential issues with server & computer systems fixe and report them.
• Applying operating system updates, patches, and configuration changes for servers and other equipment.
• Managing active directory.
• Adding, removing, or updating user account information in active directory, resetting passwords, etc.
• Answering technical queries and assisting users.
• Responsibility for security.
• Ensure server System performance optimization and tuning
• Responsibility for documenting the configuration of the system, best practices and support procedures.
• Maintain inventory and asset configuration documentation
• Troubleshooting any reported problems.
• Design and implement monitoring, configuration management and reporting functions that will make a hands-off environment
• Ensuring that the network infrastructure is up and running.
• Configuring, adding, and deleting file systems.
• Ensuring parity between development, test and production environments.
• Training users on existing and new technologies.
• Plan and manage the server room environment
• Plan, maintain regular backup and perform test on backups

IT Security:

• Ensure and maintain a strict security policy as regards the Server Room and all server room equipment.
• Plan and configure network security at Umwalimu SACCO network
• Manage IP-routing and install/operate firewalling network capacity
• Keep up to date with the latest security and technology developments
• Research/evaluate emerging cyber security threats and ways to manage them
• Plan for disaster recovery in the event of any security breaches
• Monitor for attacks, intrusions and unusual, unauthorized or illegal activity
• Assist with the creation, maintenance and delivery of cyber security awareness training for colleagues
• Ensure the Access control is properly installed on the designated doors and access matrix is applied and monitored.
• Responsible for the development and delivery of a comprehensive Information security and privacy plan for Umwalimu SACCO by ensuring that electronic information created, acquired and maintained by its authorized users, it used in accordance with its intended purpose, to protect Umwalimu SACCO’s information and infrastructure from external and internal threats.

• System availability
• Implementation of a standardized organization – wide IT architecture
• Implementation of security policies and technologies

Operations Officer.

Reports to: Central Operations Manager Department: Operations

Age Limit: 35

• Being a Rwandan
• Bachelor Degree in Accounting, Finance, Economics, business or any other related field.
• Working experience of at least 2 years in banking operations
• Professional qualification such as CPA, ACCA or any other is an added advantage.

Knowledge and Skills

• Good Business System Knowledge
• GP super user
• International Accounting Standards
• Report writing and analytical skills

Main Responsibilities 

• Counter checking outwards vouchers for posting in the system and RIPPS;
• Safe custody of outward OPs before forwarding to RIPPS;
• Forwarding transaction requests from the branches for processing;
• Printing reports checking and submitting as necessary;
• Responding to HO Mail;
• Writing and processing of transfer payments once authorized as per limits;
• Ensure documentation inquiries are responded to;
• Ensure the monitoring and reconciliations relating to ledgers e.g. Disbursements control account are carried out on a timely basis;
• Ensure daily reconciliations and posting of bank charges and commissions;
• Assist in following up reconciliation items with HO and branches;
• Filling and transfer of all transaction files to the archives as well as maintaining the archive register;
• Any other duties as assigned by the direct supervisor

• Reconciled bank statements;
• No income leakages;
• Timely and accurate System records;
• No frauds & forgeries
• Excellent customer service

JOB TITLE

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

Key Result Areas

Secretary                        

Reports to: Personal Assistant

Department: Director General’s Office

Age Limit: 35

Education&experience

• Bachelor’s degree or equivalent in Business
• Administration
• Diploma in secretariat
• Desirable: Certification in secretariat
• Experience: 3 years’ experience in secretarial activities;

Skills&Knowledge

• A full range of secretarial skills;
• Excellent writing, editing, grammatical and organizational skills;
• Excellent customer service skills
• Good public image and personality
• Discretion and trustworthiness: you will often be party of confidential information
• Maintain high levels of professionalism
• Computer proficiency
• The ability to be proactive and take the initiative
• Tact and diplomacy
• Strong attention to details
• Fluency in English – spoken and written
• Additional language would be an advantage

Key responsabilities

• Provide a full secretarial and administrative support service to the Director General.
• Maintain the diary and arrange appointments as necessary.
• Type reports and routine correspondence from dictation or written sources.
• Screen and respond to all incoming communications including phone calls, complaints to DG’s office, emails and walk in, ensuring correct department distribution incoming and take action as appropriate.
• Draft routine correspondence for approval and signature by the Director General.
• Receive visitors to the office and often controlling access to the Director General
• Open and distribute post.
• Reminding the Director General of important tasks and deadlines.
• Maintain record of all incoming and outgoing mails to DG’s Office
• Keep copies of the signed documents (notes, contracts and any other correspondences incoming or outgoing)
• Maintain the office filing system and all personnel records.
• Operate standard office equipment such as word processor, photocopier etc.
• Oversee the maintenance of secretarial standards throughout the company and contribute to the training of other secretaries.
• Perform any other duty as assigned by the Supervisor.

• 100% accurate records keeping and filing