Finance and Administration Manager- Rwanda Country Office at IUCN – International Union for Conservation of Nature: (Deadline 30 November 2023)

Background:

IUCN Rwanda Country Office (RCO) is a fast-growing country office. It collaborates with the Government of Rwanda and other partners in implementing the IUCN Rwanda Country Strategy 2021 -2030 that focusses on four interconnected strategic priorities: 1. Restoration and sustainable management of landscapes and ecosystems for nature and people; 2. Sustainable management of water resources for nature and people; 3. Climate change adaptation and mitigation for sustainable development; and 4. Sustainable financing mechanisms for effective natural resource management.

To support the delivery of growing IUCN’s work in Rwanda by the expanding team, IUCN is recruiting a Finance and Administration Manager who will be required to work from the Rwanda Country Office located in Kigali, Rwanda.

Reporting directly to the Country Representative, Rwanda and working closely with the Regional Head of Finance and Administration as functional reporting, the Finance and Administration Manger will be responsible for effective, efficient, and timely accomplishment of the business services as part of the financial and administrative management of the RCO. As a member of the Country Management Team, the incumbent’s major responsibilities will include the following:
Manage the general accounting systems and ensure reliability of accounting records and timeliness of financial reports of the Country Office in accordance with IUCN policies and procedures and Generally Accepted Accounting Principles (GAAP).
Direct and control the administration of all financial, treasury and accounting activities in accordance with IUCN policy and in compliance with fiscal, legal and statutory requirements of the host country.
Provide guidance on financial management by assisting in the planning and budgeting for the country’s financial operations and providing the analysis and interpretation of the results for sound management decision and action.
Provide portfolio and pipeline projects undertaken in the country the appropriate financial support for the efficient and effective project implementation and development.
Coordinate and provide the required financial and administrative information and requirements of the Eastern and Southern Africa Regional Office and IUCN HQ.

SPECIFIC DUTIES:

The specific duties of this position include, but are not limited to, the following:

Financial Management;

Financial planning, budgeting and reporting;
Develop and oversee the implementation of a comprehensive financial management plan that will support the efficient and effective delivery of the IUCN Rwanda Programme.
Coordinate the annual budgeting process as well as any other financial plans and forecasts.
Prepare financial management reports to track performance against budget and report the results to the Country Representative, Rwanda and Regional Head of Finance and Administration.
Ensure the accuracy, completeness, and timeliness of financial reports to donors, partners, and internal stakeholders.

Financial advice;
Provide advice to the Country Representative, Programme and Project Managers on all financial matters, including making recommendations for improving efficiency and optimizing the use of financial resources.
Provide support to programme and project managers on all areas of project financial management, including budgeting, monitoring, reporting and compliance with donor financial rules and regulations.
Provide advice on the tax status of the RCO and the applicability of national taxes to staff and operations and ensure compliance with national tax laws and regulations.
Provide or coordinate finance training for project managers and other staff in the RCO.

Financial control, risk management and compliance;
Ensure that an internal control framework is in place, and that processes are in place to ensure compliance with established procedures.
Participate in the development of country and regional financial policies and procedures.
Assist in the identification and management of financial and other risks through the preparation of a risk register and provide advice on risk management.
Ensure the completeness and accuracy of financial data across the country through the establishment of checklists and monthly reviews of financial data.

Cash management and resource mobilization;
Manage the cash resources of the office ensuring that resources are optimally utilized, and that exchange rate risk is minimized.
Provide advice and assistance in resource mobilization initiatives when required.

Administration;

Manage the following administrative processes for the RCO:
Oversee the procurement and maintenance furnishings, office equipment, vehicles, consumables and all other procurement needs in the office, including the needs of the programmes; vehicle management.
Manage the allocation of office space and lease agreements.
Maintenance and security of all offices and premises.
Ensure adequate insurance coverage for property, cash, travel, 3rd party liability and other risks.
Advise the Country Representative on administrative matters of the country office.
Liaise with government departments and authorities on administrative matters such as agreements, duties & taxes related to the RCO.
Maintain the fixed assets register for the country office.
Maintain and update consultancy contracts and perform checks on all contracts.

Human Resources Management;

Working closely with the Country Representative, Rwanda, and the Regional Head of Human Resources, perform development and implementation of operational and human resources procedures and other duties that follows:
Work with the Country Representative, Rwanda and the Regional Head of Human Resources in the development and implementation of operational and human resources procedures.
Advise Country Representative on appropriate staffing levels and assist in budget preparation.
Advise line managers and staff on the interpretation and implementation of IUCN’s HR policies and procedures and seek guidance from Regional HR Unit as necessary on any such interpretation.
Ensure all HR policies, rules, procedures, HR forms, Labour laws and country agreements are collated and readily accessible.
Manage and monitor the HR information in IUCN’s Human Resources Management System (HRMS) for the Country Office for accuracy and timeliness.
Be the focal person in ensuring compliance with the Health and Safety Act in the Country Office and ensure that standards are adhered to as per the local Labour laws.
Manage all personnel administration processes in the Country Office i.e., induction of staff, support recruitment processes, process work permits applications, renewals, and cancellations, prepare work certificates, expatriate staff support.
Ensure IUCN complies with all local labour laws and all staff are registered with the appropriate authorities as needed.

Staff Management, Development and Support & Other Duties;
Supervise the RCO finance and administration teams and manage their performance and professional development.
Provide support to finance staff on systems, processes, procedures, and technical accounting matters.
Build high quality teams of finance and administration staff through capacity building and participation in recruitment, evaluation, and career development.