Finance and Administration Officer at International Gorilla Conservation Programme: (Deadline 31 January 2025)

Finance and Administration Officer at International Gorilla Conservation Programme: (Deadline 31 January 2025)

Job Opportunity – Finance and Administration Officer

WHY CHOOSE IGCP

The International Gorilla Conservation Programme is a unique coalition of Conservation International (CI), Fauna & Flora International (FFI) and World Wildlife Fund (WWF). IGCP operates in the three countries that share the habitat of the mountain gorillas; Democratic Republic of Congo (DRC), Rwanda and Uganda, and works in close partnership with the Protected Area Authorities of the three countries (Rwanda Development Board, RDB in Rwanda; Institute Congolais pour la Conservation de la Nature, ICCN in DRC; Uganda Wildlife Authority, UWA in Uganda) and the umbrella mechanism for transboundary collaboration through the Greater Virunga Transboundary Collaboration (GVTC).

JOB SPECIFICATION

• Position: Finance and Administration Officer
• Duty Station: Musanze, Rwanda
• Contract type: Fixed Term Contract
• Reports: Chief Finance Officer

MAJOR FUNCTIONS

To develop and maintain sound finance and administration systems to ensure compliance to IGCP and donor-specific policy and procedure as well as country-specific labor and tax laws at country branch level. The position covers all aspects of financial management and administration including accounting, budget preparation, financial reporting, assets management, internal control and logistics.

The Finance and Administration Officer reports to Head of Financeand will be based at the Musanze Office – Northern province – Rwanda with possibilities of travelling to Kigali or other places where IGCP operates to ensuring internal structures and systems are consistent with IGCP financial systems and reporting requirements.

MAJOR DUTIES AND RESPONSIBILITIES

Cash management:

• Check budget balances and inform the budget managers prior to expense approval
• Maintain branch office petty cash and ensure safe custody of the cash box and cheque books
• Process cash account at the close of every month end and prepare petty cash certificate
• Record cash income received, raise payment vouchers, journals, verify expenses and record them in Sun System
• Review incomes and withdrawals and produce a summary of bank account and cash balances
• Book all creditor invoices and arrange for timely payments
• Complete all bank account reconciliation formats

Salary administration:

• Prepare and input salary journal into Sun System
• Review staff salaries account control and reconcile accounts
• Review status of tax due (PAYE, NSSF, tax withheld) and produce corresponding report
• Ensure timely submission of payroll related returns and payment of dues as stipulated in the specific country regulations.

Donor reporting, compliance and storage:

• Ensure compliance with donor-specific terms and conditions and grant reporting, including monthly, grant, and year-end financial closing
• Ensure adherence to IGCP finance and administration policy and procedures and country-specific tax and labor laws in the country of operation
• Ensure accurate filing of all financial documents with proper backup systems
• Ensure adherence to and application of anti-fraud and corruption measures of IGCP

Vehicle management and travel:

• Manage and administer fuel coupons
• Collect and record vehicle mileage log sheets on weekly basis
• Review vehicle fuel consumption and produce monthly report
• Coordinate vehicle and equipment repairs
• Oversee disbursement of travel advances and validate travel expense reports from staff
• Review the staff travel advance accounts and produce a report
• Organize flights and hotel booking for IGCP staff and visitors

Asset Management:

• Overall responsible for maintenance and recording of all branch office facilities and assets
• Review tags for all new assets acquired and produce monthly report
• Support procurement processes in accordance with IGCP policy and donor requirements
• Prepare and ensure review of purchase orders and contracts
• Capitalization of new asset being purchased
• Decapitalization when asset disposals are done
• Manage asset management software system
• Process depreciation journal for all IGCP assets
• Prepare annual comprehensive asset list for presentation to external auditors
• Coordinate all insurance renewals

Working Relationships:

• Internal: Whereas the FAO formally reports to the Country Branch Representative, the functional link to the CFO remains essential to ensure coordination and alignment with other country branch offices of IGCP. The FAO will also assist the Head of Human Resource in ensuring compliance with all human resource policies at branch level
• External: The Finance and Administration Officer will be in regular contact with suppliers and partners IGCP and is expected to maintain the high values of the program at all times

Travel:

• To perform the duties of this position, the staff will from time to time be required to travel to project sites to verify assets and expenses and for data recording. Travel is expected approximately 25% of the time
• This job description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. Other tasks may be assigned as necessary according to program needs

Required Qualifications

• Applicant must be a graduate in Business Administration (Finance, Accounting & Management), Economics, or related fields is required.
• At least 5 years’ mid-management working experience in the finance department
• Experience working in a busy Finance office in a reputable NGO or development agency (especially conservation) would be an added advantage.
• Proficiency in computers skills including use of MS office and/or accounting packages is an added advantage.
• Excellent in both written and spoken English and French
• Holder of a professional accountancy qualification is an added advantage

Knowledge: (functional or technical)

• Demonstrated ability to manage multiple financial activities and set priorities
• Ability to communicate and to confidently engage with senior management
• Trustworthy with a track record of impeccable integrity
• Pays attention to detail
• Understanding of health programs and MoH core functions & systems

Abilities/Skills:

• A broad variety of financial management and computer skills
• Results oriented and decision-making skills
• Self-motivated, proactive and have a positive attitude to work requiring minimum supervision
• Excellent organizational skills including the ability to handle a variety of assignments sometimes under pressure of deadlines
• Cooperative, hardworking, flexible & dependable
• Ability to communicate effectively, instilling trust and confidence
• Pleasant, warm and outgoing personality
• Excellent interpersonal, communication, presentation and writing skills
• High integrity and ability to exercise confidentiality
• Experience in teamwork and multi-cultural environment
• Willingness to take on extra responsibilities to contribute to the goals/objectives of the organization.

HOW TO APPLY:

If you believe that your credentials meet the outlined profile, we invite you to apply by submitting your application PDF file that combines the following: (1) motivation letter, (2) updated CV and Notarized Degrees. Your application email should be titled “Finance & Admin Officer” and submitted to the IGCP Director before January 31, 2025 via email: [email protected] .

Note: This is a national position, qualified Rwandan candidates are highly strongly encouraged to apply.

SUMMARY OF BENEFITS

IGCP is a great place to work and prides itself on its comprehensive benefits package. We offer competitive salaries and a dynamic inclusive work environment.

IGCP is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law, and requires affirmative action to ensure equality of opportunity in all aspects of employment. This is also to include inquiry about, disclosing, or discussing their compensation or the compensation of other applicants or employees.

SHORTLISTING

Shortlisting and interviews will be done on a rolling basis until the position is filled. Therefore, qualified and interested candidates are highly recommended to submit their applications as soon as they can. Only applicants fulfilling the above requirements will be contacted. If you do not hear from us within one month from the submission date of your application, consider your application unsuccessful.

REFERENCE & VETTING CHECK

We will require that you provide us with the full details of three people who are willing to act as a reference. We will not contact these referees without your explicit permission.