Administrative & Finance Assistant at Chance for childhood: (Deadline 29 September 2023)

Administrative & Finance Assistant at Chance for childhood: (Deadline 29 September 2023)

Job title: Administrative & Finance Assistant 

Reporting to: Country Representative/Rwanda

Job type: Permanent, full-time (35 hours per week) 

Location: Kigali, Rwanda

About Chance for Childhood

We are child centred international non-governmental organization supporting children and young people in Africa who face inequalities such as lack of access to education and safe spaces, providing them with the tools and skills they need to build their own futures.
We don’t work alone. Together with partners, supporters, children, and their communities, we protect, educate, and create lasting change for every child threatened by violence, neglect and conflict.

We believe that no child should have to fight for a safe, happy childhood. We exist to ensure that every child in Africa can thrive from their early years through to adulthood.

Purpose of the role

The Administrative & Finance Assistant will support our growing team in managing administrative, procurement, and logistical functions along with ensuring the smooth running of operations including general administration, finance, procurement, and internal communication in Rwanda. The incumbent will be based in the Kigali office. S/he will report directly to the Country Representative but will closely work with the accountant to support; with some basic finance tasks including but not limited to bookkeeping, monthly bank reconciliation and other tasks related to field works as well as other tasks as they may arise.

The Administrative & Finance Assistant will be motivated to create administrative efficiencies within their scope of work, demonstrate excellent communication skills to maintain and enhance stakeholder relationships where necessary and be flexible to support tasks as they arise across the organisation.

The position always requires discreet handling of all business and maintenance of confidentiality.

Main duties and responsibilities

Administration and logistical support (70%)

1. Act as first point of contact for enquiries to Chance for Childhood through handling of telephone calls and general emails and ensuring these are passed on or followed up on a timely basis.
2. Receive all walk-in-visitors, register their concerns, and direct them to the appropriate person.
3. Lead in securing renewal of operating permit from the INGO bureau – RGB – in a timely manner.
4. Monitor office supplies and stationery and make an order as required.
5. Support the logistical organisation of meetings, trainings, and events including but not limited to the procurement of materials, booking of venues and so on as needed by the organization.
6. Organize the procurement and delivery of goods/equipment as well as services for project activities and the head office.
7. Ensure that the office premises is cleaned up through getting janitorial support and create an ambiance that is welcoming to staff, guests and alike.
8. Ensure that CfC records are well maintained through filing appropriately the correspondence and any important documents. In a bid to support a paperless office, all important correspondence will be saved in image on SharePoint in the appropriate folders that facilitates easy retrieval of documents when needed.
9. Maintain an up-to-date and accurate check in/out register of office equipment for out-of-office use or temporary assigning while maintaining an up-to-date record of office equipment, furniture & fittings, ensuring they are properly labelled in accordance with CfC policies & procedures,
10. Assist with local and international travel arrangements for field trips and off-site meetings including flight and accommodation bookings, visa processing and liaison with local partners to finalise itineraries and overseas bookings.
11. Report on any loses or damages to organizational property to facilitate follow up with insurance refund/reimbursement,
12. Ensure prompt repairs and maintenance of equipment, furniture, and items in the premises.
13. Work with Programme Manager(s) in assisting with formatting or contributing to the timely submission of quality progress reports, case studies and project updates, to donors as guided by the team leads,
14. Support in preparing periodic reports with direction from finance and/or programs technical team leads.

Financial functions (30%)

1. Manage petty cash imprest while ensuring proper internal controls.
2. Liaise with field staff to receive all financial reports which s/he should scan in a systematic and orderly way for saving on SharePoint.
3. Receive bills for services and supplies, closely working with the accountant to organise the payments and communicate to service providers to furnish receipts.
4. Entering payable bills and checks in Netsuite and performing monthly bank reconciliation.

Other Duties

1. Actively participate in team meetings, teamwork plans, adopt team spirit, take responsibility for action items assigned, and provide feedback as needed,
2. Represent Chance for Childhood at external meetings and events as requested.
3. Keep up to date with any changes in legislation, regulatory procedures, best practice, and industry standards,
4. Perform any other duties commensurate with the level of the post, as may be required.

Person specification

The candidate would ideally have:

• A bachelor’s degree in business administration, accounting, finance, or any other relevant field of study related to the post.
• A minimum of two years’ experience in delivering on the key responsibilities for this position is required.
• Experience working in an International NGO or Development Agency
• Experience working in multi-cultural environments.
• Excellent spoken and written English and French.
• Thorough working knowledge of Microsoft Office (particularly Outlook, Word, and Excel)

Safeguarding 

Chance for Childhood is committed to safeguarding everyone we encounter.

We have a zero-tolerance policy towards any abuse, neglect, and exploitation of all people. Everyone that works with us is required to share and uphold this commitment through signing and complying with our Global Safeguarding Policy and Code of Conduct.

Pre-employment checks are undertaken to ensure high standards are maintained, including a police check (or equivalent) and references.

How to apply

Send cover letter highlighting how your skills and experience meet the person specification (2 pages maximum) and your CV (including details of two referees1). The Cover letter should include disclosure of any prior misconduct or termination of past employment, with consent to the disclosure by the former employers as part of the recruitment process.

Applications should be titled “Rwanda Administrative and Finance Assistant” and addressed to the country representative. All applications should be sent to [email protected]

Closing date  

All applications should be received latest GMT 23:00 hours on 29th September 2023. Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early. Only shortlisted candidates will be contacted.