7 Job Positions at MINAFFET: (Deadline 17 February 2023)

7 Job Positions at MINAFFET: (Deadline 17 February 2023)

Human Resources Officer Under Statute at MINAFFET: (Deadline 17 February 2023)

Job description

1. Organize recruitment process.  Maintain organizational structure
 Prepare notices and advertisements for vacant staff positions;
 Participate in pre-selection and inform successful candidates’ dates of written and oral exams;
 Schedule and organize exams (written and interviews);
 Conduct written and oral tests
 Results publication
 Organize staff orientations (induction period);
 Ensure probation phase are concluded and reports made.
2. Monitor staff performance  Ensure all staff signed their performance contract on time and their compliance with duties and annual plan of action;
 Provide advice and assistance when conducting staff performance evaluation;
 Provide advice and recommendations on actions to be taken for performing staff (rewards) and non performing staff (sanctions).
4. Manage administrative and financial records of staff  Update personnel records on a regular basis.
 Identify incomplete records and ensure proper filing.
 Prepare monthly salaries and allowances;
 Declare monthly and quarterly statutory contributions;
 Elaborate annual leave plan for the Ministry ‘staff
 Prepare annual bonus and horizontal promotion of staff
5. Monitor staff attendance activities.  Monitor daily attendance of staff;
 Investigate and understand causes for staff absences;
 Recommend solutions to resolve chronic attendance difficulties;
 Monitor scheduled absences such as holidays or travel and coordinate actions to ensure the staff absence has been adequately covered off to ensure continuity of services;
 Recommend disciplinary measure for staff with unjustified absences.
6. Update staff regulary on human resource and work related policies, regulations ,etc.  Ensure proper implementation of existing human resource management policies, regulations and procedures;
 Promote labor standards and workplace safety;
 Provide advice and assistance to staff and management on pay and benefits systems;
 Promote welfare of the institution staff.
1. Organize recruitment process.  Maintain organizational structure
 Prepare notices and advertisements for vacant staff positions;
 Participate in pre-selection and inform successful candidates’ dates of written and oral exams;
 Schedule and organize exams (written and interviews);
 Conduct written and oral tests
 Results publication
 Organize staff orientations (induction period);
 Ensure probation phase are concluded and reports made.

Logistics Officer Under Statute at MINAFFET: (Deadline 17 February 2023)

Job description

– Develop and implement the methodologies and tools to enable effective execution of logistic plans;
– Ensure daily management of logistics in order to facilitate the proper functioning of works;
– Ensure the codification and record of all Ministry ‘equipment and material;
– Elaborate periodic inventory of fixed and non -fixed assets to the competent authority on regular basis (monthly, quarterly and annual);
– Ensure the delivery of material or equipment ordered to the Institution;
– Organize and supervise distribution of purchased assets;
– Ensure maintenance of non-fixed assets;
– Identify equipments that need to be replaced or disposed of based on law related to amortization rate, and the status of material;
– Provide a written technical advice for the decommissioning of damaged or depreciated equipments;
– Participate in elaboration of Contract for maintenance, service and equipments.
– Ensure the proper management of Ministry headquarters store;
– Ensure proper management of vehicles;
– Ensure proper management of fuel
– Elaborate a consolidation report related to all property to the competent authority on regular basis (monthly, quarterly and annual).

Director of Records Management Unit Under Statute at MINAFFET: (Deadline 17 February 2023)

Job description

 Ensure proper reception and dispatching of correspondences.
 Supervise the filing of documents and correspondences.
 Supervise the holding of references numbers of letters or documents sent.
 Write and submit on regular basis (monthly and quarterly) reports of the central secretariat.
 Allocate documents submitted to the central secretariat for writing;
 Control the quality of draft documents before sending them to the supervisor.
 Design the filing system.
 Carry out on daily basis the filing of processed documents.
 Determine documents to be submitted to the national archiving services.
 Ensure timely electronic mails transfer

2 Job Positions of Internal Auditor at MINAFFET: (Deadline 17 February 2023)

Job description

Consult different units for collecting information regarding their annual activities;
– Prepare a risk based audit plan for the Headquarter and Embassies;
– Design the audit plan with clear timing;
– Ensure that the annual audit plan is approved by management of the institution and submitted to MINECOFIN.
– Conduct the review of financial statement;
– Review all payment done at the Headquarter and Embassies during the period under review for eg: Monthly, Quarterly;
– Provide findings to the units/Embassies under audit;
– Provide final reports to the cabinet of the Minister;
– Gives advice on the appropriateness of accounting records and financial reporting.
– Assess whether current controls are adequate to identify risk and provide assurance on adequacy and effectiveness of risk management practices;
–
Help management to improve efficiency and to ensure that governance, risk management and internal control systems are operating efficiently and effectively.
– Examine adherence to any policy, contractual, regulatory and legislative requirements.
– Participate in significant initiatives and priorities and providing solutions to financial and internal controls;
– Safeguard objectivity and ensure he/she is not playing management role.
– Review management responses to internal audit reports;
– Prepare reports on the implementation for both internal and external auditor’s recommendations.
– Summarize Internal Audit activities in a consolidated report to be submitted to the audit committee;
– Copy to the concerned chief Budget manager and to the office of Government Chief Internal Auditor (GCIA);
– Represent internal audit in committee meetings.

Budget Officer Under Statute at MINAFFET: (Deadline 17 February 2023)

Job description

Prepare transfers to Embassies/High Commissions;
– Participate in the budgeting process for Embassies;
– Manage contracts signed by Embassies;
– Carry out data entry exercise of budget for Embassies into the budget master;
– Manage international organizations and keep records ( MoU, Pact, Declaration) between Member states;
– Monitor budget execution for Embassies/High Commission and international organization;
– Provide support to Embassies on every transaction effected;
– Perform any other duty assigned by the Director of Finance.
– Put in place a proper filling system;
– Ensure regular filling of accounting documents for indirect payments;
– Facilitate internal and external audits.
– Prepare bank accounts reconciliation;
– Analyze financial statements for consistency;
– Correct errors found in financial statements;
– Consolidate the accounting information and fill in the reporting format provided by MINECOFIN;
– Follow up the approval of the financial statement report and submit to MINECOFIN in due time.
– Identify the Ministry’ service providers whose VAT and withholding taxes are to be declared and paid;
– Fill in the RRA format for both VAT and withholding taxes;
– Process online declaration of VAT and withholding taxes though RRA website and print acknowledgement receipts;
– File VAT and withholding taxes declarations.
– Implement all audit recommendations for a clean Audit.

Diplomatic Missions Administration Specialist Under Statute at MINAFFET: (Deadline 17 February 2023)

Job description

– Ensure management of administrative acts of Diplomats
– Carry out the Human Resources Management, Development & General Administration of Rwanda Diplomatic Missions abroad,
– Manage Diplomats’ Movements (appointment, reconstitution leave, transfers and recall);
– Manage the annual and reconstitution leave cycle (Plan) of the Diplomats;
– Inspect Administratively Rwandan Diplomatic Missions and Consular services and make appropriate follow up;
– Develop annual capacity building plan for the Diplomats;
– Ensure proper communication between Embassies-Consulate and Minaffet HQ,
– Coordinate activities of Rwanda Consulate abroad and facilitate them accordingly;
– Perform any other duties as instructed by the supervisor.