Friday, July 29, 2016

CIAT,Administrator Jobs in Rwanda

International Centre for Tropical Agriculture (CIAT) Recruiting an Administrator - Rwanda
The Position:
CIAT is seeking to recruit a self-motivated Administrator to provide overall administrative support to the on-going Projects of CIAT in Kigali, Rwanda. The position will work closely with the region
al coordinators based in Nairobi to ensure adherence to policies, procedures and compliance with host country requirements. The position will have dual reporting to the Country Coordinator and the Head of Africa Regional Operations.
Main duties and responsibilities include:
1.  Project & General Administration
  • Provide on-site support to researchers in the preparation of proposal budgets and maintain a database of all project activities in Rwanda
  • Manage, review and respond to the internal and external communication flow drafting correspondence and responding to queries from collaborators and internal clients
  • Lead the procurement process - identifying, evaluating and recommending potential suppliers/service providers and management of active supplier contracts
  • Oversee Fleet Management and take a lead in office vehicle acquisitions, registration and disposals
  • Provide oversight over the Travel and Conferences function by managing relationships with the service providers and ensuring adherence to travel authorization process for project staff and collaborators
  • Coordinate the security function for staff, hosted institutions, premises and assets
2. Host Country Requirements & CIAT Policies & Procedures compliance
  • Manage and monitor agreements pertaining to CIAT and Government of Rwanda institutional relations and prompt the Country Coordinator on expiry of agreements and/or any change of regulations
  • Follow up on renewal and management of hosting and other general partner agreements
  • Oversee Human Resource arrangements and ensure regular dissemination/education on policies and procedures; implement and monitor adherence to CIAT policies and country labor laws
  • Coordinate tax/duty exemption applications from the Government where applicable, ensuring compliance with duty/tax regulations in line with host country agreement
  • Continuously monitor relevant government laws and regulations in the country (labor, tax, levies, hosting, etc.) and keep management updated
3. Finance/Accounting
Internal Control Systems Management
  • Ensure sufficient internal control systems are in place, ensuring proper segregation of duties and internal checks
  • Review payments, confirm budget availability before payments are approved and ensure proper controls in accordance with grant agreement
  • Ensure compliance to the CIAT monthly accounts closing chronogram, timely submission of reconciliations and other accounting reports
  • Ensure timely accounting analysis, reporting and adjustments of staff accounts and supplier accounts
  • Ensure sufficient internal controls are in place for all the project seed stores
Treasury (Cash) Management
  • Maintain good working relationships with the CIAT official bank and follow-up regularly to ensure sustainable tariffs
  • Ensure a proper/standard system of petty cash management is applied in the office, with regular reconciliations and cash counts to ensure maintenance of sufficient funds balances to support operations
  • Cross-check approved/signed online payments on the online banking platform and send to bank for processing of payments
Management of Audit Process
  • Coordinate station audit processes in liaison with the accounting coordinator by continuously monitoring documentation and processes and ensure implementation of audit recommendations
Payroll management and tax compliance
  • Supervise the monthly payroll process and ensure tax compliance through remittance of statutory deductions
  • Oversee the VAT remittance and claims process
Required competencies, skills and experience:
  • Masters’ Degree in Business Administration/Accounting/Finance with proven office management skills
  • At least five (5) years of relevant work experience in a closely related field gained in an international organization
  • Excellent knowledge of MS office applications, especially Outlook, Power Point and Excel and ability to learn new applications quickly
  • Experience in handling financial and technical reports
  • Good knowledge of rules, regulations and procedures of government and related agencies, including understanding interpretation of country labor laws and tax laws
  • Strong ability to co-ordinate, prioritize and organize workload; take initiative and work under pressure
  • Highly effective planning, organizational and multi-tasking skills with a positive attitude and strong administrative service orientation
  • Possess excellent interpersonal and communication skills, good judgment and a high level of integrity and respect for confidentiality
Terms of employment:
This is a national position and will be for an initial period of two (2) years, renewable subject to three (3) months’ probation, assessment of performance, and availability of resources. CIAT is an equal opportunity employer. It fosters a multicultural work environment that values gender equality, teamwork, and respect for diversity.
How to apply:
Applicants are invited to visit to submit their applications for this position:
  1. clearly indicating Administrator – Rwanda as the position title; and
  2. saving your Application Letter and CV as one document in pdf format.
Applications closing date: 10th August, 2016
Only short listed candidates will be contacted.

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