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: