Finance and Adminstration Manager

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Description

The Finance and Administration Manager supports the Regional Finance Manager in the responsibility related to the planning and control cycle, financial reporting, and administration management in the country, including compliance with government legislation.

Budgeting and financial reporting, financial analysis and assessment, financial administration, and oversight of other administrative roles. Responsible for administration monitoring and financial transactions and reporting to donors in Rwanda.

Key Duties & Responsibilities

Results and Competences

Result area  and description

Accounting / financial management 

 Supports the Regional Finance manager in maintaining clean financial statements, including regularly reconciled and appropriate balance sheet accounts. Bank and cash to be reconciled monthly and all other accounts at least quarterly. Responsible for ensuring all deadlines for period closures are met.

Treasury / budget management    

Pro-actively interacts with budget holders and project controller(s) about cash flow and liquidity management, and budget absorption within projects. Responsible for ensuring there is budget available for the expenditure, liquidity to make payment, correct approval has been given and costs are booked correctly.

Administration management   

Responsible for overseeing the financial and operational administration of country and field offices, ensuring that administrative processes are followed and procurements are made in line with policy guidelines; Supports and assists the project team ensuring procurement and logistics for the execution of the efficient and effective execution of the project; Establishes and regularly updates a database of qualified suppliers; Oversees fleet/vehicle management and logistics management; secures auditability, timeliness, and reliability of information; Further assures optimal cost allocation across offices and projects.

Compliance    

Monitors the operational business of the Country and Field Office and its contractual payments/invoices and reviews contracts with stakeholders, to assure that all policies and legal regulations are followed. Responsible for coordinating and be the office lead for all statutory audits (whether external or internal), ensuring clear planning, communication and ability to demonstrate clearly our compliance.

Financial reports  

Produces financial reports where required, including but not limited to analysis of our exploitation/indirect costs to ensure we are within budget and following cost allocation principles

Internal operations  

Providing support to services and personnel administration of the CO, implementing administrative processes in a way that secures donor funding, auditability, timeliness, reliability of service delivery and information, and assure an optimal cost allocation within the country office through ensuring effective coordination between projects and support operations. Assist in reviewing financial and operational procedures.

Human Resources Management  

Oversee all aspects of day to day HR management for the Country office, ensuring compliance with Cordaid ESA HR policies, systems and procedures; Participate in the recruitment, selection and induction of national staff; Coordinate arrangements for Performance Reviews and ensure timely submission to Cluster HR Office; Review and maintain updated staff leave and payroll records in HR Magic; Oversee the administration of staff benefits plans (provident fund/pension, medical) in the country; Ensure all HR records (paper and electronic) for national staff are maintained and kept updated; Manage the relationship with Lawyer on retainer for the Country office and maintain key HR networks.

Capacity strengthening of partners  

Implementing all administrative, organisation registration and legal-related systems/requirements to ensure compliance with country law and legislation. Provide support and guidance to strengthen the partner’s standards and capacity.

Integrity

Adheres to the Code of Conduct and integrity policies, reports concerns and follows regular integrity trainings, this is a medium risk position.

Requirements

Knowledge, Skills, and Experiences

• Knowledge of Accounting, Masters degree Level or Equivalent. Professional Accounting Qualification (e.g., CPA, ACCA, CIMA) desirable.
• At least 5-7 years progressive experience and exposure in the related field of activity in international organization.
• Knowledge of finance systems, planning & control, (computerized) accounting, (compliance) legislation, reporting standards and languages
• Knowledge of the mission and goals of the Cordaid program and the security policy
• Behavioral values and skills: trust, accountability, problem solving, cooperation, negotiation, teambuilding, conflict management, flexibility, creativity, collaboration
• Social skills to ensure compliance and gather reliable information from budget holders and lead local staff
• Writing skills to formulate financial reports
• Excellent English and French knowledge, written and spoken

Others/Extra Details

Competencies

• Self-motivated, proactive and result driven
• Being an open and reliable person with high integrity
• Ability to work independently but at the same time being a team player
• Ability to connect with people of different backgrounds
• Ability to transfer skills
• Gender sensitive

KRAs

• Meeting monthly and annual closure deadlines
• Clean, well maintained balance sheet
• Liquidity and budget availability verified regularly
• Compliance issues identified and responded to appropriately
• Excellent audit reports, showing any actions/improvements have been implemented
• Administration management
• Human Resources Management