International Alert,Finance and Administration Assistant Jobs in Rwanda

CLOSE:
30/06/2017

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	Grade 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

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

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