Sunday, June 25, 2017

International Alert,Finance and Administration Assistant Jobs in Rwanda



JOB DESCRIPTION
Job Title
Finance and Administration Assistant
Reports to
Rwanda Finance, Admin and HR Manager and GL Regional Finance Focal Point.
Management Responsibility
None
Contract Duration
1 Year contract, renewable
Grade
G
rade 5
Job location
Kigali, Rwanda

International Alert
International Alert is a 30-year old independent peacebuilding organisation. We work with people who are directly affected by violent conflict to improve their prospects of peace, and we seek to influence the policies and ways of working of governments, international organisations like the UN and multinational companies, to reduce conflict risk and increase the prospects of peace.
We work in Africa, several parts of Asia, the South Caucasus, the Middle East and Latin America and have recently started work in the UK, Somalia and Kenya. Our policy work focuses on several key themes that influence prospects for peace – the economy, climate change, gender, the role of international institutions, the impact of development aid, and the effect of good and bad governance.
We are one of the world’s leading peacebuilding NGOs with more than 200 staff based in London and 15 field offices. To learn more about how and where we work, visit www.international-alert.org.
Alert’s Great Lakes programme (GLP) works in Burundi, the DRC, Rwanda, Kenya and Uganda. The GLP works on a range of peacebuilding issues, including women in peacebuilding, reconciliation, natural resources management, and the economy. It supports and collaborates with local initiatives, and advocates for policy change. The programme is managed from London, and implemented by staff based in London and the region, in close collaboration with local organisations.
The Rwanda/Burundi programme has been running since 1995 with the aim of contributing to peace and equitable development.  
Job Purpose
Reporting to the Rwanda Finance, Admin and HR Manager and GL Regional Finance Focal Point., the post holder will support Alert Rwanda staff and partners and contribute to the programme’s impact and sustainability by providing essential administrative support across the finance, HR and administration function, in line with Rwanda’s laws and Alert’s international policies and procedures. S/he will also provide occasional support to other Alert finance, HR and administration staff and partners in the region, as required.
Duties and Responsibilities
1.    Finance and Accounting
  • Ensure timely payments of all invoices for International Alert Rwanda in line with established donor and organisational financial procedures and regulations.
  • Ensuring proper documentation of payment vouchers and all other supporting documents.
  • Process for payment and maintain individual staff mission expenditure; advances and balances
  • Keep and maintain daily updates of all the required International Alert Rwanda Office books of accounts, records, inventory and files in order, and all financial transactions captured and entered in excel sheet of office accounts
  • Provide support to financial assessments and capacity building of Alert’s partners concerning the management of funds where required
  • Support production and maintaining of budgets and other financial information
  • Provide support with filing and administration of financial procedures
  • Produce for review and final approval of the FM, all the Office monthly accounts
  • Undertake timely preparation of bank and petty cash reconciliations
  • Prepare documentation and audit files for project audits done by external auditors and Alert offices; participate in verifying partner expenditure.
2.    General Administration
  • Undertake procurement of goods and services in keeping with the International Alert Rwanda’ rules and procedures
  • Manage the preparation and monitoring of service providers’ contracts
  • Keep stock of Office supplies and inventory of International Alert Rwanda property and equipment
  • Management of office vehicles in accordance with the International Alert Rwanda’s vehicle management policy and instructions in force.
  • Ensure the quality of Alert’s facilities in Rwanda, including workspaces, property and equipment as well as service provision relating to the upkeep, maintenance and security of facilities according to International Alert Rwanda standards
  • Ensure all administrative documents necessary for the proper functioning of the office and staff are obtained from the relevant authorities
  • Proper management and control of office safe and petty cash box
  • Ensure administrative support to all staff and International Alert Rwanda’s visiting mission as required
  • Support Alert partners in office administration issues as required
  • Take minutes at team meetings and contribute to excellent internal communication in the office.
  • Keep the office in good order and safety; ensuring that leases are kept up-to-date and facilities such as water, electricity, etc. are maintained;
  • Manage vehicles, computer equipment’s, office supplies and other project assets;
  • Maintain an inventory of all Alert assets;
  • Oversee effectiveness and timely renewal of all insurance policies;
  • Ensure that excellent IT and communication systems are in place and are working efficiently, in coordination with an external IT consultant and Alert’s IT Team;
  • Record and monitor staff attendance and movements;
  • Help organize meetings as and when required, in coordination with the FM
3.    Other
  • Respond to queries from Head Office and collaborate with Alert’s London office, especially the Finance, IT and HR teams through her/his supervisor;
  • Be an active member of the Alert team in Rwanda and support and assist colleagues;
  • Act as focal point for finance, administration and HR in the absence of the Rwanda Finance, Admin and HR Manager and GL Regional Finance Focal Point
  • Any other duties which contribute to the smooth running of International Alert Rwanda, as required by the Country Manager.
Travel requirements
This position is based in Kigali with travel in rural Rwanda,
PERSON SPECIFICATION
ESSENTIAL REQUIREMENTS
Talents
At Alert, we have introduced Talent Management to our business model as we believe talented people are crucial to the success of our work.  We believe all individuals are talented and that success comes in matching the right talents to the right roles. 
For this role, the skills, qualifications and experience listed below are important, but we believe that to be great in this job you are likely, first and foremost, to have a talent for analytical thinking and persuasive communication, balanced with a constructive and collegial personal working style that can advance Alert’s goals of coalition-building and promoting peaceful outcomes in Rwanda. This is what we will be looking for above all else.
  • At least Bachelor’s degree level  in a relevant field
  • 2- years’ experience in Finance and Administration of NGO
  • Strong attention to detail and accuracy
  • Highly computer literate especially in using Word and Excel
  • Experience in procurement and using accounting software.
  • Confident in own skills and knowledge and prepared to make suggestions for improving our work
  • Committed to International Alert organizational values and goals.
  • Articulate and persuasive in argument
  • Fluency in written and spoken English, French and Kinyarwanda
  • Respectful approach to human interactions
  • Excellent communication skills
  • Team Player
  • Able to work with minimum supervision
How to Apply
To apply, please send a completed application form and equal opportunities form at Rwanda@international-alert.org ; both of which can be found under ‘How to Apply’ which is part of the Jobs section of Alert’s website (http://www.international-alert.org/jobs ).
Closing date: 30th    June 2017,
Note:
  • CV are not accepted
  • Only shortlisted Candidates shall be contacted

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