Finance and Administrative Assistant at VEI: (Deadline 26 September 2023)

Job Advert for a Finance and Administrative Assistant

1. About VEI

Six Dutch drinking water utilities share their expertise, via VEI B.V, with colleague water utilities around the world in so-called Water Operator Partnerships (WOPs). Through these long-term partnerships, VEI supports improvements in operational efficiency from source to tap, financial sustainability, and availability of investments. Currently, VEI B.V. is engaged with partners in 20 countries to work on the ultimate goal of the WOP: universal sustainable water services (SDG 6).

2. Position Overview

VEI B.V is seeking a motivated and detail-oriented Finance and Administrative Assistant to join our team. The Finance and Administrative Assistant will play a crucial role in supporting the successful implementation of the Isoko y’Ubuzima project. This position will be responsible for handling financial transactions, maintaining accurate records, providing administrative support, and ensuring smooth project operations. The ideal candidate will have a strong background in finance and administration, excellent organizational skills, and a passion for contributing to the betterment of communities through WASH initiatives.

3. Responsibilities

Financial Management

• Assist in preparing and maintaining budgets for the Isoko y’Ubuzima project.
• Process financial transactions, including invoices, reimbursements, and payments.
• Ensure compliance with financial policies, procedures, and donor requirements.
• Monitor project expenses and assist in tracking expenditures against budget allocations.
• Prepare and submit financial reports as required by donors and management.

Record Keeping and Documentation

• Maintain accurate and up-to-date financial records and files.
• Document all financial transactions, ensuring proper coding and documentation.
• Assist in the preparation of financial reports.

Administrative Support

• Provide general administrative assistance to the Isoko y’Ubuzima project team.
• Assist in organizing meetings, workshops, and events related to the project.
• Coordinate travel arrangements and accommodations for project staff and visitors.
• Manage project-related correspondence and communication.

Procurement and Logistics

• Assist in procurement processes, including obtaining quotations and preparing purchase requests.
• Leads the tender evaluations and reporting.
• Ensure timely delivery of services in line with project requirements.

4. Reporting Structure

The Finance and Administrative Assistant will report directly to the Finance Controller, who is responsible for overseeing the VEI financial and administrative aspects of the Isoko y’Ubuzima Project. The Finance and Administrative will work under the supervision of the project coordinator, who oversees all activities related to the Isoko y’Ubuzima project within VEI. This reporting structure ensures effective communication, guidance, and support for the Finance and Administrative Assistant’s tasks and responsibilities. The Finance and Administrative Assistant will also collaborate closely with the Isoko y’Ubuzima Project Manager and interact with other members of the project team from different consortium members.

5. Job Location

The Finance and Administrative Assistant will be based in Kigali at the Water For People Country office, where the Isoko y’Ubuzima project operations are centered. The position may require occasional travel to project sites and field locations within the Country, as needed for project-related activities and coordination. The candidate should be prepared to spend a portion of his/her time in both office and field environments, contributing to the successful implementation of the Isoko y’Ubuzima project.

6. Qualifications

The following are the requirements to be fulfilled:

• Bachelor’s degree in finance, business administration, or a related field.
• Proven experience of at least 2 years in finance and administrative roles.
• Proficiency in financial software and tools, Microsoft Office Suite, and data entry.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to work effectively in a team and independently.
• Knowledge of WASH projects or development programs is a plus.
• Familiarity with donor reporting and compliance is advantageous.

Attributes

• Integrity and strong ethical standards.
• Problem-solving and critical-thinking abilities.
• Adaptability and ability to work in a dynamic environment.
• Strong time management skills and ability to prioritize tasks.
• Cultural sensitivity and ability to work with diverse teams.

7. How to apply

If you feel qualified and interested in the job, please send your one-page cover letter and curriculum vitae (maximum 2 pages) to: [email protected] no later than September 26th, 2023 at 11:59 pm. Hard copies and late submissions shall be rejected.

Asaph KABAASHA

Country Technical Representative

VEI B.V