Finance & Grants Management Coordinator at ActionAid Rwanda (AAR): (Deadline 27 May 2024)
Recruitment of ActionAid Rwanda (AAR) Finance & Grants Management Coordinator
Position: Finance & Grants Management Coordinator
Reporting to: Finance and People Management Lead
Grade: B
AAR Background:
ActionAid Rwanda (AAR) is a local non-Governmental organization and an Affiliate Member of ActionAid Global Federation, an Anti-Poverty Agency working with the poor. AAR has had its operations in Rwanda since 1982, due to effects of the 1994 Genocide Against Tutsi, AAR resumed its operations in 1997 as a full Country Program and has contributed towards eradication of Poverty and Injustice with a focus on tackling their root causes. AAR has a very strong commitment to supporting and empowering women and children as well as Promoting their Rights through Campaigns, Sensitizations and Advocacy.
AAR’s vision is a Country without poverty and injustice in which every person enjoys their right to life of dignity and mission is work with people living in poverty with focus on women and girls to eradicate poverty and injustice.
Purpose Of the Job
The role is responsible for the day-to-day management of the Office finance activities as well as supporting the Country Office Finance Team to provide effective financial management to the Affiliate Programme. The position holder also provides accounting support to the AAR Country Programmes Finance function.
The Job Holder is also responsible for effective Grant Management including generating Grant reports to the AAR Country Team.
The Major Responsibilities Include:
Financial Management and Reporting
Supervise the processing of all transactions to ensure compliance with the LFPPM
Review all reconciliations to ensure that un-reconciled items are properly investigated and corrected on a timely basis
Review legal documents and advise management on the financial viability or otherwise of such documents as well as the compliance of provisions of such documents to the LFPPM
Ensure that procurement processes are in line with the LFPPM provisions and that items procured provide value for money for the organisation
Prepare and provide monthly/quarterly organisational performance updates to Senior Management, International Office, and Board on a timely basis.
Provide customised reports to budget holders in line with their requests and support them to reconcile their budgets with actual expenditure
Treasury Functions
Ensure timely acquisition of funds from AAI and other sources as shall be determined by the Head of Finance
Ensure optimum value for foreign exchange deals and prompt transfer of funds to avoid exposing the AAR to cash crises.
Ensure timely transfer of funds to the regional offices
Ensure prompt update of banking details and signatories and liaise with regional accountants to ensure prompt update of signatories to all accounts in line with the LFPPM provisions
Conduct monthly cash count of all foreign exchange petty cash and reconcile cash at hand with cash book balance.
Budgets and Budgetary Control
Support budget holders in the Kigali office to prepare their plans and budgets and complete activity templates in line with guidelines submitted by Head of Finance
Review budgets and activity costing submitted for approval and recommend appropriate action to management
Consolidate the Affiliate’s Programme budget and reconcile with the income allocation as approved by SMT
Load cash flow into SUN after budget has been approved by the AAIR management
Review requests for virements and ensure that such requests comply with the LFPPM provisions and recommend appropriate action to SMT
Payroll Supervision
Supervise monthly preparation of staff salaries to ensure that staff salaries are paid on time in line with statutory requirements
Review all payroll documents and recommend appropriate action to EMT
Prepare payroll data and compared with previous payroll information on a monthly basis and reconcile any difference thereon
Conduct a monthly review of all payroll related control accounts and ensure that the accounts have nil balances and investigate any outstanding balances
Ensure that all statutory deductions and staff benefits are properly computed and paid on a timely basis
Financial Management
Review partners’ work plan and financial reports and recommend appropriate action to SMT.
Conduct quarterly expenditure verification and recommend appropriate action for addressing capacity gaps identified.
Support capacity building of partners and non-finance staff on financial management
Support development of concept notes and proposals by providing appropriate costing for concept notes and proposals.
Contract Management
Support development of codes for project activities to support automation of project reports
Develop unique codes for all donor projects and donors in SUN
Support development of automated reports for all donor projects
Ensure that project implementation aligns with Donor rules and regulations to maintain compliance and accountability throughout the project lifecycle.
Provide appropriate donor reports and analysis on a timely basis for all projects and follow up and answer all queries thereon.
Cost recovery
Ensure timely recovery of all expenses from Donor Projects in accordance with agreed guidelines.
Implement measures to reduce costs and improve efficiency.
Keep the Senior Management Team (SMT) informed about sustainability initiatives aimed at diversifying funding streams and enhancing financial resilience.
Others
Support the preparation of annual accounts for the Affiliate.
Support annual audit processes for the Affiliate.
Perform other functions as may be directed by management.
Ensure compliance to ActionAid SHEA and Safeguarding Policies
Ensure Compliance of Assurance Policy within the AAR, Partners and Stakeholders working with AAR
Ensure Feminist Leadership Principles are applied in all your actions
Attributes/Skills
Essential
Desirable
Education/
Qualifications
Having a Master’s or a bachelor’s degree in Finance/ Accounting
Having Completed ACCA, CPA is an added value
6 years of relevant experience in a Finance department preferably in an NGO setting
Long term experience in donor reporting especially for EU, UN, USAID funded projects
Membership of relevant professional Institute
Key Competencies
Must have good knowledge of the use of accounting software (knowledge of SUN Accounting and Vision Executive will be an a must).
Must have strong knowledge of internal controls and budget/cash flow monitoring.
Must have a good knowledge of regional and international accounting standards.
Personal Qualities
Demonstrable commitment to supportive team working
Creative and takes initiative.
Able to work effectively in a diverse team environment
Willing to work additional hours at crucial times.
Multitasking
Able to work under pressure
Able to meet tight deadlines
Self-motivated person able to work without supervision
Effectively promote the AAR’s mission values, and objectives
How to apply
Interested and qualified candidates should apply herenot later than Monday 27th May 2024 at 5:00pm. Indicate in the subject line: Finance & Grant Management Coordinator.
Only shortlisted candidates will be contacted.
ActionAid is an equal opportunity employer and candidates will be expected to embody ActionAid’s values and adhere to organization policies including the Safeguarding Policy and the Child Protection Policy, among other ActionAid policies.
Qualified Female candidates are strongly encouraged to apply.
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