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FHI 360,Finance and Operations Manager Jobs in Rwanda

Othuke Andrew Akpeli015 mins
JOB
ANNOUNCEMENT
JOB
FAMILY:                     
Finance/
Administration
POSITION
TITLE:             
Finance
and Operations Manager
GRADE:                      
            Seven (7)
REPORTS
TO:        
            Project
Director/MCOP
CLASSIFICATION:
            Local
position
DUTY
STATION:
  
            
Kigali, Rwanda

INTRODUCTION:
FHI
360 is a nonprofit human development organization dedicated to improving lives
in lasting ways by advancing integrated, locally driven solutions. Our staff
includes experts in Health, education, Nutrition, Environment, Economic
Development, Civil Society, Gender, Youth, Research and Technology – creating a
unique mix of capabilities to address today’s interrelated development
challenges. FHI 360 serves more than 60 countries, all 50 U.S. States and all
U.S. territories. We are currently seeking qualified candidates for the full
time position of Finance and operations Manager.
JOB
SUMMARY:
Provide
leadership, management and expertise in the Finance and Operations Department
of FHI 360, Rwanda Country Office (CO). This involves overseeing and
coordinating the Finance unit and administrative support in the development and
implementation of MCOP and other projects.
Operations
encompasses among others, the functions of travel, procurement, human
resources, asset management, information communication technology (ICT), and
office/staff support including logistics, event planning, motor-pool, and
facilities management.
KEY
RESPONSIBILITIES:
  1. Finance
  1. Ensure
    quality supervision, management and capacity building of FHI 360/Rwanda
    finance team.
  2. Ensure
    the GFAS accounting system and COMPASS reporting system lead function
    within the CO;
  3. Ensure
    FHI 360/Rwanda’s compliance with donor, Government of Rwanda (GOR) and
    corporate rules, regulations and standards on the use of funds and
    financial reporting.
  4. Oversee
    the internal procurement system within the CO, ensuring appropriate
    approvals, documentation, payment and recording and maintenance of
    inventory of the items;
  5. Maintain
    internal controls for effective, efficient and transparent financial
    management of all projects within the CO;
  6. Oversee
    the maintaining of financial filing systems
  7. Follow-up
    of FHI 360 financial accounts management;
  8. Respond
    to financial audits and establish systems to address findings within FHI
    360 CO;
  9. Follow-up
    on Cash flow requests in an efficient manner;
  10. Assist
    in the preparation of audits at FHI 360;
  11. Oversee
    the preparation and submission of complete and timely financial reports
    and financial data submitted to donors, GOR and HQ;
  12. Review
    FHI 360 Rwanda financial reports;
  13. Perform
    other related duties, as assigned.
  1. Operations
  1. Ensure
    quality supervision, management and capacity building of FHI 360/Rwanda
    operations team, including Procurement, HR, ICT, and Administration staff;
  2. Plan,
    organize and oversee the provision of CO ICT, HR and Administrative
    support (including domestic and international travel within a
    decentralized context); 
  3. Serve
    as in-house expert on organizational policies and procedures as well as
    appropriate federal and donor guidelines on travel, HR, IT and
    procurement;
  4. Ensure
    FHI 360/Rwanda’s compliance with donor, Government of Rwanda (GOR) and
    corporate rules, regulations and standards related to Operations
    practices;
  5. Maintain
    the institution’s current legal status as an NGO in Rwanda as well as the
    legal status of Expat/third country national (TCN) staff, including
    preparation of annual reports to immigration and overseeing visa
    applications and renewals;
  6. Coordinate
    large-scale multinational conference logistics and travel, ensuring proper
    approvals are obtained and correct accounts (projects/FCOs/detail codes)
    are mentioned on documents;
  7. Coordinate
    the identification of staffing needs, organizational restructuring
    exercises, and hiring and HR management procedures;
  8. Manage
    the selection, development, and evaluation of assigned staff and budgets
    including recruitment, establishment of performance expectations,
    performance assessments, recommended actions based on performance (e.g.,
    recognition, disciplinary action).
  9. Contribute
    to the development or updating of the CO Emergency Plan, and ensure that
    all staff are informed and conversant in its execution;
  10. Ensure
    the existence of effective CO operational manuals and related tools/systems
    for HR, ICT, procurement, travel, etc.;
  11. Oversee
    the maintenance of office facilities, allocation of office space, and
    proper storage and use of office equipment and supplies;
  12. Contribute
    to training/orientation to junior level administrative staff;
  13. Oversee
    the internal procurement system within the CO, ensuring appropriate
    approvals, documentation, and timely processing from the initiation of the
    purchase request to the delivery of the items;
  14. Maintain
    internal controls for effective, efficient and transparent management of
    all projects within the CO in all operations matters;
  15. Manage
    the contracts and grants (C&G) system, including preparation of
    leases, service contracts; consultancy agreements, subcontracts, and
    grants (sub agreements) and ensure on the respect and adherence to
    contractual requirements;
  16. Oversee
    the maintenance of CO filing systems – both hard copy and electronic;
  17. Perform
    other related duties, as assigned.
CONTRIBUTION:
  1. Work
    closely with the Project Director and other Team Leaders to ensure the
    efficient operations of the CO.
  2. Work
    with other team leaders to resolve problems associated with day-to-day
    operations;
  3. Work
    with project leaders to handle monthly expenditures and projects budgets;
  4. Represent
    FHI 360/Rwanda at the Forum of NGOs and other external meetings, as
    appropriate;
  5. Communicate
    regularly with staff regarding finance and operational issues.
  6. Contribute
    to development and/or review of project budgets, pipelines, revenue estimates,
    etc.;
  7. Assist
    with budgets’ monitoring;
  8. Report
    to supervisor on variances and status on regular basis.
  9. Provide
    support for staff calendars, appointment and meeting scheduling, etc. for
    office-wide workshops, retreats and other events.
  10. Provide
    information to address audits’ findings related to operations area;
  11. Contribute
    to the review of correspondence and reports, as needed.
EXPERTISE
AND COMPLEXITY:
  1. Demonstrated
    knowledge, skills, and experience in accounting, financial planning,
    general office practices, administrative procedures, procurement, C&G,
    ICT and HR systems and management;
  2. Demonstrate
    knowledge of generally accepted accounting, budgeting and fiscal control
    theory and practices;
  3. Familiarity
    with USG-funded awards (cooperative agreements/contracts) as well as
    contracts and grants rules and regulations;
  4. Familiarity
    with general practices and financial procedures within other donors and
    NGOs;
  5. Relevant
    computer skills to include Word, Power Point, Excel, and Outlook,
    including at least one accounting package or financial software;
  6. Ability
    to multi-task and supervise a wide range of departmental units/functions
    within the office;
  7. Capacity
    to respond to inquiries independently and follow-up on requests in an
    efficient manner;
  8. Ability
    to manage efficiently, with minimum supervision, high volume of work-flow
    with respect of deadlines;
  9. Ability
    to set activities’ priorities and plan for the success of their execution
  10. Fluency
    in English and proficiency in French;
  11. Sensitivity
    to cultural diversity and understanding of the political and ethical
    issues in assigned areas;
  12. Ability
    to work as a team, develop and maintain close relationships with partners
    and other FHI 360 team members;
  13. Availability
    to work after office hours, on holidays and weekends if required;
  14. Respect
    for sensitive and confidential HR issues
  15. Ability
    to work on field outside Kigali, if required.
TYPE
AND NATURE OF CONTACTS:
  1. Routine
    coordination with FHI 360 employees, consultants and contractors. 
  2. Interact
    with FHI 360 HQ, ESARO and Donors in Finance and Operations matters.
  3. Liaise
    with external agencies on financial and operational matters (banks, tax
    authorities, vendors, businesses, etc.)
 SUPERVISORY
AND BUDGET RESPONSIBILITY
  1. Supervise
    assigned staff.
  2. Coordinate
    the preparation of budget, monitor its implementation for assigned
    projects and approve all expenditures of funds relating to these budgets.
WORKING
CONDITIONS AND PHYSICAL REQUIREMENTS:
Usual
office working conditions. Occasional travel within Rwanda. (e.g. to the
partners) and outside Rwanda.
MINIMUM
REQUIREMENTS
  1. Capable
    of performing responsibilities of Finance and Operations,  
  2. Familiarity
    with accounting and management, with a professional experience within NGOs
    or large institutions in a multicultural environment.
  3. Knowledge
    of law pertaining to employment;
  4. Experience
    supervising staff members;
  5. Previous
    experience working with FHI 360 in Finance and Operations Matters or other
    international NGOs;
  6. Education/experience:
  • MBA
    or MA/MS in Finance, Accounting, or related field, with 5-7 years’
    relevant experience, or
  • BS/BA
    in Business Administration, Finance, Organizational Development or related
    field, with 7 – 9 years’ relevant experience.
Interested
candidates are requested to:
  1. Submit
    their application no later than August 19, 2016 at 12h 00 to the
    address below: 
FHI
360
Rwanda
Country Office
P.O.BOX:
3149, Kigali/Rwanda
 (Near
CENTRE St Paul and Sainte Famille Catholic Parish)
 
 2. Include the following with the application:
  1. Cover
    letter,
  2. Curriculum
    vitae (CV) with current contact information (telephone number and email),
  3. Copies
    of university degrees,
  4. Three
    professional references with their contact information (Telephone &
    email).
Note:
  1. Only
    short-listed candidates will be invited for a test and/or an interview.
  2. Please
    send copies only. No application’s document will be returned to the
    applicants once they have been received by FHI 360.
Kigali,
August 11, 2016
Claver
Yisa
Project
Director, Rwanda MCOP Project
FHI
360 Rwanda
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