2 Job Positions at WaterAid Rwanda: (Deadline 23 October 2023)

Job Title

Head of Finance & ICT

Place of work:  

WaterAid Rwanda Head Office, Kigali, Rwanda

Grade:  

G

Contract type:  

Fixed term (3 years renewable)

Reports to:  

Country Director

Manages:  

Management  Accountant, Finance Specialist, ICT4D Officer

Work Relationships

Internal: Head Policy, Advocacy and Cooperation; Head of Programs, Head of Business Development, PMEAL Manager, Head of POD, Programme staff, WaterAid East Africa Regional team, UK Finance and other WaterAid Federation Member offices.

External:  Donors, Consortia partners, implementing partners, relevant government ministries, other institutions, service providers.

Budget Responsibility

Oversee overall CP budget management and management or Finance department budget.

Job Purpose

The Head of Finance & ICT role provides Strategic and proffesional leadership and is resposible for all finance functions as well as ICT for Development (ICT4D) within the country programme.  The  role  is responsible for developing and maintaining all necessary financial controls, systems and processes to ensure the efficient and effective management of the organization’s finances and compliance with WaterAid’s Financial Management Framework, statutory requirements, regulations, procedures and donors requirements. The role is accountable for planning, development, and review of WARw financial policies procedures and systems, strategies and budgeting, prudent management, and control of financial resources.

It supports the capacity building of WaterAid partner organisations to undertake finance activities that resonate to WaterAid and donor requirements. The role manages ICT4D function and works collaboratively with other members of SMT in resource mobilization, partner engagement, contract management, grant management and donor compliance by ensuring high quality and timely grant reports to demonstrate WaterAid’s added value to donors and partners.

Strategic Management

• Contribute to strategic leadership of the Country Programme as part of Senior Management Team (SMT) and implementation of the country programme strategy.
• Provide strategic and efficient financial management for the CP.
• Develop and maintain appropriate and effective financial strategies, plans and policies to support the strategic plan.
• Lead the financial forecasting process to produce relevant, accurate and timely financial forecasts across WaterAid.
• Develop and maintain effective working relationships with other SMT members to understand their financial support requirements, co-ordinate appropriate responses and ensure implementation of finance policies and support to the SMT members in preparation of plans and budgets.
• Maintain oversight of the country programme funding position and grant management.

Financial Management, and Reporting

• Ensure all financial accounting processes are completed; the Income and Expenditure accounts & balance sheet are reviewed and reconciled as appropriate and monthly returns are submitted within corporate deadline.
• Lead on the provision of monthly management accounts, reporting financial performance and explaining reasons for deviations/ variances from plans and proposing major actions required to address any major deviations.
• Ensure the timely submission of high-quality financial reports, for internal and external audiences. Proactively draw attention on any problem areas initiate solutions in consultation with the Country Director and other staff as appropriateActively support and review the development of financial plans/ development for funding proposals and budget planning for concept notes, the donor report preparation and funding matrix updates.
• Support, review, and monitor expenditure against grant agreements, working with the SMT to resolve issues as necessary.

Grants Management:

• Support the completion of new and potential partner capacity assessments, making recommendations on whether to engage in a partnership arrangement with such partners as well as identifying risk management plans, partner financial management capacity needs and plans where required.
• Ensure regular review of partner reports are completed and funds transferred for project activities are properly accounted for and utilised for designated activities.
• Ensure high quality partner monitoring visits with programme staff are conducted on a regular basis and that financial assessment reports are produced on a timely basis
• Ensure all existing and potential donor income is accurately incorporated into WARw internal planning process, and plans are in line with donor requirements and WaterAid policy and practice.
• Work with Programmes and Finance to review progress during WaterAid ‘s internal review processes including variance analysis of grant outputs and expenditure.
• Financial administration and reporting including preparation and submission of grant reports, development and adjustment of associated budgets, coordination of budgeted funds, screening requests for expenditures.
• Ensure appropriate donor management systems, records and processes are in place, up-to-date and in compliance with WaterAid policy and practice.
• Monitor and coordinate compliance with donor requirements, including grant reporting.
• Work collaboratively with internal teams and implementing partners to ensure all contractual funding requirements are met and utilization of funds does not exceed the budget.
• Liaise with Programme staff and the donor to ensure high quality visits.
• Highlighting key risks related to grant-funded projects, such as under/over- spends, delayed delivery of commitments, capacity gaps, and donor relationships.
• Work with internal teams and partners to identify capacity needs and build capacity in areas such as report writing and documentation.

Financial Risk Management

• Develop, implement, and maintain financial management procedures, risk assessments and control measures to manage, monitor and audit transactions across the Country Programme and to ensure compliance with WaterAid’s overall policies, good practice standards, external donor requirements and national laws and regulations, identifying corrective measures as required.
• Support capacity building of WAU staff and partner organisations in areas of financial management and reporting.
• Develop and implement procedures for assessing the value for money that WaterAid obtains in all its activities to identify cost savings and ensure financial efficiency and value for money principles are an integral part of the Country Programme activities.

Audit, Compliance and Legislation

• Support on the internal and external audits and coordinate the development and implementation of action plans with SMT to address external and internal audit recommendations by providing timely management response to all mandatory stakeholders.
• Maintain up to date knowledge of financial legislation, donor reporting requirements and good practice to ensure that the Country Programme complies with all legal requirements and proactively stays at the at the forefront of financial management practice.
• Ensure that the organisations’s statutory and management reporting mechanisms are efficient and timely. Produce consolidated CP accounts; statutory year end accounts are produced and submitted to the various institutions.
• Facilitate and co-ordinate both internal and external audits and lead the development and implementation of action plans based on audit recommendations, monitoring progress on achievements.
• Ensure relevant reconciliation, accurate financial reports and timely audits in accordance with WaterAid and donor requirements.

Team management

• Lead the Finance Team and ICT4D Officer, ensuring an effective utilization of their capacity toward the achievement of the unit objectives.
• Ensure effective performance management of the Finance Team and ICT4D Officer

Safeguarding, Safety & Security

• Create and maintain an environment which upholds WaterAid’s Global Code of Conduct and associated safeguarding and child protection policies.
• Ensure that Safeguarding, Child Protection, and Gender Equality policies are fully embedded in project design and implementation as well as relationships with all actors
• Ensure that comprehensive health, safety and security measures (e.g. risk management plans, local security protocols) have been put in place when designing Programmes / project and are consistently upheld during their implementation.
• Ensure that partners WaterAid works with are adopt the same health, safety and security standards (as defined in any applicable WaterAid health, safety and security policies), and arrange for capacity building support where gaps or weaknesses are identified.
• Understand and put into practice the responsibilities under Safeguarding, Child Protection and Gender policies and Code of Conduct (CoC).
• Adhere to any local security protocols that have been put in place when working in the office, travelling to the field, or undertaking project / Programme activities.
• Immediately reports any health, safety and security incidents or near-misses that occur on WaterAid duty to their line manager, Security Focal Point or CD.
• Behave and act in a manner that does not put colleagues or anyone that interacts with WaterAid in immediate danger or harm’s way.

Other roles

Perform any other related responsibilities, tasks or activities as reasonably required by line manager as the range of duties are not intended to be a complete description of all.

Qualifications, Knowledge, Skills, and Experience

Essential

• A master’s degree in finance, Accounting, or Business Studies. Relevant Bachelors degree and commensurate practical  experience, and /or pursuing masters studies may be considered.
• Fully completed Accounting qualification/certification e.g. CA, ACCA, CIMA, CPA
• ACMA, CFA. Part professional qualifications or working towards certifications and having other experience may be considered.
• Minimum of ten (10) years’ experience in financial, accounting and grants management experience of which five (5) must be at senior management level; and preferably in International NGO.  Relevant Bachelor’s degree and commensurate practical experience, and /or pursuing Masters studies may be considered.
• Fully completed Accounting qualification/certification e.g. CA, ACCA, CIMA, CPA
• ACMA, CFA.
• Member of the Rwanda Institute of Certified Public Accountants of Rwanda (ICPAR) or
• or an equivalent body of professionals with added advantage.
• Able to plan, prioritize and organize self and others. Ability to work under pressure and meet deadlines.
• Excellent analytical skills with the ability to link financial results to programme and operational performance drivers to the organisation.
• Competency in WaterAid common approaches to work including partnerships, convening, inclusion, systems strengthening, creating behavioral change, and mainstreaming gender and inclusion of youth.
• Experience in preparing and monitoring budgets & developing monitoring and reporting systems.
• Ability to provide financial analysis and interpretation to Country Management Team for decision-making.
• Knowledge of government policies and regulations on financial management and taxation.
• Knowledge of international donor reporting requirements; demonstrable experience in strong donor and partner relations and the ability to build and maintain strong working relationships with donors
• Risk analysis and risk management experience.

Desirable

• Strong knowledge of fund accounting regulations for non-profit organizations.
• Experience in working with an international NGO.
• Experience in using SUN systems and vision excel.
• Knowledge of water, sanitation, or hygiene projects.
• Basic understanding of Project Management.

Behavioral competencies

• Decisive with excellent judgement
• Demonstrated ability to lead a team, leadership qualities, team player and problem-solving skills.
• Possess the ability to think strategically with excellent planning and prioritization skills.
• Strong analytical/problem solving skills.
• Commitment and modeling WaterAid’s values, high personal integrity, and ethical behavior; flexible attitude, sense of transparency, proactive and has respect for gender, diversity and organizational culture.
• Result -oriented, agile, and adaptable to a changing environment
• Should be able to draw confidence and support from others.
• Excellent interpersonal skills – builds good relationships with internal and external stakeholders; team player with ability to work effectively in a diverse team environment, respect for gender, diversity, and organizational culture
• Ability to manage a complex and demanding workload; highly self-motivation, able to work without close supervision.

Job Title

Head of People & Organisational Development 

Place of work:  

Kigali, Rwanda

Grade:  

G

Contract type:  

Fixed term (3 years renewable)

Reports to:  

Country  Director

Direct Reports

Admin Specialist

Work Relationships

Internal: Country Director, Heads of Departments/ SMT,  All CP staff, Regional People Lead, East Africa Regional Team, UK & other Global staff.

External: Relevant Government Ministries/ Agencies, other institutions, service providers, Rwanda HR Network, partners, and consultants that may be hired in WARw.

Budget Responsibility

Responsible for developing and managing the budget of the People & OD Department.

Job Purpose

As a member of the Senior Management Team (SMT), the Head of People and Organizational Development (OD) is responsible for contributing to the development and implementation of the Country Programme Strategy, develop people and OD and administration related strategies, policies, procedures systems as well as plan and lead their roll-out, which enable the CP to achieve its strategic AIMS and WaterAid’s mission. With a deep understanding of the CP strategy and context, she/he will develop and embed appropriate people and organizational solutions, policies, systems, and culture in compliance with labor law and other local laws and policies. She/he will provide oversight on staff engagement, performance management, staff wellbeing, and solutions in program/project design and implementation and ensure that partners have the right organizational capacity. The role holder provides oversight to staff security and safety. In addition, oversee the CP’s administration function, procurement, and logistics, while ensuring compliance and adequate management, maintenance, and safeguarding of WaterAid Rwanda assets.

   Strategic Leadership

• Take an active part in the implementation of the Country Program Strategy.
• Develop a clear understanding of the CP people, capacity, and structural needs with the Senior Management Team (SMT) and lead the development and implementation of a people and OD strategy and plans that supports the delivery of CP strategy.
• Works effectively as a member of SMT and contributes to overall strategic and effective leadership of the Country Programme by providing advice and support to the Country Director and SMT on People/OD and other management matters like on people management, OD processes, and support functions
• Promotes and embeds WaterAid’s values, culture, and leadership competencies.
• Work with the Regional People Lead and wider Global People team: Support the development and delivery of global and regional people projects, sharing learning and resources across the network.
• Develop organizational strategies by identifying and researching human resources issues; contributing information, analysis, and recommendations to strategic thinking and direction; establishing human resources objectives in line with organizational objectives.
• Implements human resources strategies by establishing accountabilities, including talent acquisition, staffing, employment processing, compensation, health and welfare benefits, training and development, records management, safety and health, succession planning, employee relations and retention, compliance, and labor relations.
• Develop human resources operations financial strategies by estimating, forecasting, and anticipating requirements, trends, and variances; aligning monetary resources; developing action plans; measuring and analyzing results; initiating corrective actions; minimizing the impact of variances.
• Facilitates the implementation of special People & OD projects by identifying and clarifying issues and priorities; communicating and coordinating CP requirements; expediting fulfilment; evaluating milestone accomplishments; optional courses of action; changing assumptions and direction.
• Initiate policy and procedure ideas related to people management and support functions in adminstration.
• Takes an active part in collective leadership tasks as a member of the Senior Management Team.

   People Management

• Resourcing: Identify skills and capabilities required to deliver current and future CP work. Develop an annual resourcing plan and support and challenge managers to make timely resourcing choices that secure the best talent. Use appropriate, effective, and creative recruitment and selection approaches
• Induction: Ensure new and transitioning employees receive a planned, effective, and timely induction, and coach managers on their role in delivering this.
• Identify and maximize potential: Support managers in identifying and maximizing potentials and drive development through succession planning and individual development planning to meet CP skills & capability needs.
• Learning and Development: Coach Managers and project coordinators to identify employee learning and career aspirations and agree on effective development plans. Recommend suitable learning methods and develop an annual CPs learning and development plan, supported by learning initiatives from the global people team.
• Leadership and Management Development: Work with the Regional People Lead and Global Leadership and Engagement Teams to build Line Manager capability and behaviors.
• Compensation and Benefits:  Manage and continuously improve CP reward ensuring an appropriate mix of pay, benefits and non-pay rewards in line with WaterAid’s reward principles and national legislation. Contribute to reward benchmarking and coach managers in talking to employees about total reward. Ensure payroll and reward is delivered and communicated effectively.
• Employee Engagement: Foster high levels of employee engagement, including staff participation in the Global Employee Engagement Survey (GEES) and line manager capability, activating GEES action plans.
• People Policies and Processes: Develop and maintain all CP people policies, processes, and administration. Ensuring the staff handbook is kept up to date and in line with current statutory legislation and WaterAid’s global policies (i.e., employment contracts, starters, leavers, and change processes) and standards. Provide in-country management and user support on the WaterAid Human Resources Information System (PeoplePlace).
• Employee Relations: Provide specialist advice and instruction to managers on employee relations issues (i.e. disciplinary, grievance, capability, bullying, and harassment) in line with CP policy, Global WaterAid policies, and statutory legislation, working with legal providers as needed.
• Diversity Management: Give accurate and appropriate advice, training, and support to managers to recognize, respect, and enable diversity and inclusion.
• People Reporting: Collate and accurately analyze people data and metrics for use within the Country Programme and organizational-wide people reporting.
• Security Management: Seek guidance from the Global /Regional Security Manager to implement effective security processes and behaviors.
• Support and coach team for effective delivery of targets (HR, Admin., Security & Safety, Employee Well-Being, etc.).

    Organisational Development

• Organisational capacity assessments: Carry out organizational, programme, project, and partner capacity assessments; develop and implement effective and sustainable capacity development interventions and programs.
• Support and deliver effective change management: Support managers to implement, communicate, and sustain change programs by ensuring clarity on the rationale for change, the future vision, what needs to be done, and the expected impact. Bring HR expertise to diagnose the change requirements across the structure, people, skills, and ways of working.
• Embed a Performance Management Culture: Embed and role-model a strong performance management culture and processes. Coach staff and managers in agreeing on SMART appraisal objectives, holding honest conversations, delivering feedback and recognizing success. Hold managers accountable for managing underperformance and implementing performance improvement plans where required.
• Partner OD: Contribute to and support Partner’s Organisational Development in close collaboration with other departments/ teams within the country programme, leading to ensuring adequate support to partner organisations.

     Administration

• Supervise the development and implementation of effective administrative systems and processes for the CP.
• Develop and ensure the implementation of administrative policies for the CP, ensuring compliance of local laws, Global policies and guidelines.
• Ensure that WARW assets are adequately maintained and safeguarded
• Ensure that all external administrative transactions with service providers are in line with WaterAid policies and values e.g. procurement, selection of consultants, equipment/material suppliers, and vehicle maintenance.

Procurement

• Oversee the roll-out of the Procurement Policies and Procedures Manual,
• Monitor and ensure procurement processes are conducted (in the country office and at the field team level) in a compliant, time-efficient, and value-for-money manner including Preferred Suppliers and Vendors are identified and updated regularly
• Support the timely, smooth, and effective functioning of the Procurement Committee
• Lead the continuous improvement of procurement processes and practices

Perform any other responsibilities, tasks, or activities as reasonably required by the line manager as the range of duties is not intended to be a complete description of all.

Safeguarding, Safety & Security

• Create and maintain an environment that upholds Water|Aid’s Global Code of Conduct and associated safeguarding and child protection policies.
• Ensure that Safeguarding, Child Protection, and Gender Equality policies are fully embedded in project design and implementation as well as relationships with all actors
• Ensure that comprehensive health, safety and security measures (e.g. risk management plans, local security protocols) have been put in place when designing Programmes / project and are consistently upheld during their implementation.
• Ensure that partners WaterAid works with are adopt the same health, safety and security standards (as defined in any applicable WaterAid health, safety and security policies), and arrange for capacity building support where gaps or weaknesses are identified.
• Understand and put into practice the responsibilities under Safeguarding, Child Protection and Gender policies and Code of Conduct (CoC).
• Adhere to any local security protocols that have been put in place when working in the office, travelling to the field or undertaking project / Programme activities.
• Immediately reports any health, safety and security incidents or near-misses that occur on WaterAid duty to their line manager, Security Focal Point or CD.
• Behave and act in a manner that does not put colleagues or anyone that interacts with WaterAid in immediate danger or harm’s way.

Other

Perform any other responsibilities, tasks or activities as reasonably required as the above given that the duties and are not intended to be a complete description of all tasks.

• Master’s degree level qualification in Human Resources Management, Organisation Psychology, Organisational Development, or a master’s degree in business administration with a post graduate diploma in Human Resources Management. Candidates with relevant Bachelor’s degree and commensurate practical experience, and /or pursuing masters studies may be considered.
• Professional HR qualification highly desirable. Candidates with part professional qualifications or working towards certifications and having other experience may be considered.
• A minimum 10 years HR and OD experience with 5 years leading the HR and OD Department preferably in a regional or international development organisation.
• Highly proficient in organisational capacity assessments, recruitment, employee relations, reward, performance management, employment legislation, change management, organisational design, capacity building, policy and processes and learning and development.
• Ability to establish credible relationships within the organisation as well as with senior decision-makers in external institutions
• Competency in WaterAid common approaches to work including partnerships, convening, inclusion, systems strengthening, creating behavioral change, and mainstreaming gender and inclusion of youth.
• OD-oriented approach, strong knowledge of HR best practices and innovative new practices.
• Attention to detail
• Strong IT skills particularly MS Word, Excel, and Outlook, with experience of using HR databases, online recruitment tools, and Intranets.
• Analytical and numeracy skills, to produce and distill accurate information.
• Strong communication skills in written and oral English, and presentation
• Highly competent in interpreting and applying statutory legislation.
• Track record of empowering others and the ability to influence.

Behavioural competencies

• Good leadership qualities, team-building spirit, and problem-solving skills; should be able to draw confidence and support from staff, the Federation, partners, and other external stakeholders.
• Excellent people management capabilities.
• Self-motivated with excellent interpersonal skills and capacity to understand and work with a diversified multicultural and multifunctional team.
• Personal integrity, flexible attitude, sense of transparency, proactive, and respect for gender, diversity, and organization cultural.
• Cross-cultural awareness and sensitivity.
• Ability to work to deadlines and under pressure.
• Strong proven delegation, time management, and prioritizing skills.
• Agile, flexible, patient and adaptable to a changing environment.
• Effective networking abilities.
• Attention to detail.
• High personal integrity, Authentic and ethical behavior;
• A team player with commitment to social transformation, social justice, and gender equality
• Strong communication and IT fluency.
• Excellent verbal and writing in the English language