Finance And Administration Manager Job Vacancy

I.
Position Information

Job
Title:
Finance and Administration Manager

Location:
Kigali, with
occasional travel in Rwanda

Reports
to: HPA Country Director

Staff
reporting to this position: Finance Officer, Finance
Assistant

II.
about the Organization:

Health
Poverty Action (HPA) is a UK based NGO working in 13 countries across Africa,
Asia and Latin America. HPA’s vision is a world in which the poorest and most
marginalized enjoy their right to health.

Health
Poverty Action has been operational in Rwanda since 1998 and started its
programming with the now highly popular Urunana radio soap opera. In
addition to this, Health Poverty Action has also been implementing other sexual
and reproductive health focused projects and one project that supported local
Civil Society Organizations to monitor the Rwanda’s Poverty Reduction Strategy
Paper. Health Poverty Action has in the past 8 years expanded its programming
focus to water and sanitation, education, youth sexual and reproductive health,
and gender issues. Its approaches are highly participatory, using community-led
approaches that lead to local ownership of initiatives.

III.
Job Purpose

The
Finance and Administration Manager (FAM) is responsible for managing all
financial and administrative aspects of the HPA Programme in Rwanda. S/he will
manage all compliance with the local legislation and donor requirements related
to finance, administration and logistic matters, as well as all administrative
duties related to the Programme.

Reporting
directly to the Country Director, the FAM will work in close collaboration with
the Programme Managers and Coordinators to oversee the prudent financial
management of the Programme, and will be responsible for the specified areas of
Finance and systems, administration and Information and communication
technology.

IV.
Functions / Key Results

Overall
Programme Support

Advise
the Country Directoron all aspects of finance, human resources and
administration
Ensure
that the programme is efficient and complies with all local and
organizational standards of management and accountability.
Develop
cost effectiveness frameworks, and coordinate implementation of
initiatives that will promote maximisation of impact from limited
programme resources.
Design
systems and tools that promote internal and external accountability in
financial management and systems.
Influence
innovative approaches to operations management in order to achieve
organisational effectiveness.

Financial Management:

Ensure
that the bookkeeping practices follow generally accepted accounting
standards.
Review
monthly bank and cash reconciliation for approval by the Country Director.
Ensure
adherence to the accounting procedures, systems and internal controls of
HPA to ensure accountability, consistency and security.
Ensure
that the financial requirements of the Rwanda programme are met by
processing accounts receivable and payable accurately and within the
required timeframe.
Process
the monthly payroll for approval by the Country Director.
Ensure
compliance to local regulations and governance requirements.
Prepare
monthly reports highlighting variances for review by the Country Director
and Programme Manager within the stipulated deadlines.
Prepare
annual financial reports and, when required, audit schedules, and provide
supportto internal and external auditors.
Lead
in the annual budgeting process and provide support to the Programme
Managers in the budget process, as well as in proposal writing.
Ensure
that donor requirements, policies and procedures are met across the
programme.
Closely
monitor the donor reporting schedule and the programme business cycle to
ensuretimely and accurate financial donor reports that are linked to
narrative reports.
Ensure
asset management is in line with organisational/donor requirements as well
asgenerally accepted accounting principles.
Ensure
audit trail from primary documentation to the accounting system for
accurate and rapid donor reporting and general record keeping.
Establish
and maintain good contacts with suppliers, banks, government offices, and
others
Design
and influence adoption by finance team of tools for management information
andreporting purposes.
Advice,
train and enforce compliance to mandatory procedures, and financial
systems.

Administration:

Provide
administrative support to the day to day running of the Programme.
Support
the Programme Logistic function in the management of supplies and
purchases asper policies and procedures.
Oversee
the appropriate use of the equipment and supplies for the programme.
Maintain
appropriate office IT capacity, in accordance to the HPA policies and
needs.
Effectively
implement all information/data system necessary for the sound and
transparentadministration.
Ensure
that contracts are negotiated according to HPA policies and are presented
in anagreed format for authorization.
Advise
on ways of ensuring that effective administrative and office management
systems arein place and functioning at all times

Training,
Support and Advice

Effectively
manage the Finance andAdministrative Departments and staff including
providing coaching/training and on-going constructive feedback to ensure
staff are continually improving;
Provide
training and communication in relation to the policies and procedures to
be followed by all staff on a regular basis;
Identify
and assist in meeting the financial training needs of local staff.
Work
with Programme Manager, project teams and partners, to set up accounting
systems and procedures that are required by HPA. Monitor work,
highlighting any shortfalls and agree required management actions with
relevant staff.

Person
Specification

Essential

A
degree or equivalent certificate in accountancy finance or a professional
qualification from a recognized accountancy body;
Experience
of international NGO finance, including knowledge of institutional donors
(e.g. EC, DFID, USAID, etc);
Experience
of leading a team in a busy finance department;
Good
Excel and analytical skills;
Organized,
methodical and able to work to deadlines under pressure;
Knowledge
of financial software (Quickbooks);
Able
to work effectively with limited resources, including managing working
relationships remotely;
Excellent
communication skills including ability to effectively communicate over
Skype and email; and discuss finance with non-finance staff in simple
everyday language.
Passionate
commitment to HPA’s aims and objectives.

Desirable

•
Experience of multiple donor funding (match/co- funding)

•
Flexibility with working hours

Application
process

Interested
applicants should send HPA application form no later than Friday 20th
October,quoting RWA-FAO-OCT17 in the subject of the email,to hparwanda@gmail.com or in person at the HPA
office: Remera Controle Technique Road, opposite Amahoro Stadium, P.O. Box
4720, Kigali.

Application
forms can be downloaded from HPA website: https://www.healthpovertyaction.org/about-us/jobs/jobs-overseas/

Applications
should preferably be submitted electronically to hparwanda@gmail.com
(and cc’d to personnel@healthpovertyaction.org
). Applications can also be submitted to the above address in person.

Late
applications will not be considered.