Finance Officer at Interpeace: (Deadline 15 November 2021)

Finance Officer at Interpeace: (Deadline 15 November 2021)

Job Description

Title: Finance Officer

Reports To: Finance and Administration Manager           

Unit: Global Operations Unit

Duty Station: Kigali, Rwanda, with travels to project areas and Nairobi.

Grade:  L4S1

 Background

Interpeace is an international organization for peacebuilding that supports locally-led peacebuilding initiatives around the world. Interpeace tailors its approach to each society and ensures that the work is locally driven. Together with local partners and local teams, Interpeace jointly develops peacebuilding programmes and helps establish processes of change that connect local communities, civil society, government and the international community.

As a strategic partner of the United Nations, Interpeace is headquartered in Geneva, Switzerland, and has offices around the world.

For more information about Interpeace, please visit www.interpeace.org

Interpeace in Rwanda

Interpeace has been working in Rwanda since 2002. During this time, Interpeace has been working in

Partnership with national institutions to strengthening durable peace, through the promotion of social cohesion, societal trauma healing, and participatory governance. In this work, Interpeace has had a long-term partnership with different national organisations, including government institutions such as the Ministry of Health, the National Unity and Reconciliation Commission, the Ministry of Justice, and the Ministry of Local Government. Non-government partners include Prison Fellowship Rwanda and Never Again Rwanda.

Currently, Interpeace is implementing “Reinforcing community capacity for social cohesion and reconciliation through Societal Trauma Healing in Bugesera District’’ Programme, funded by the European Union implemented in partnership with Prison Fellowship Rwanda; as well as the “Youth Engage Project” (Ijwi ryubaka) Project implemented in partnership with Never Again Rwanda. The “Youth Engage” project seeks to strengthen the rights of young people and their empowerment and involvement in public affairs, societies and decision-making, notably through youth organisations. At the regional level (Great Lakes), our regional programmes are focused on fostering strong relations across borders.

Position within the Organization

The Finance Officer is a member of the finance section of the Global Administration Support Unit which encompasses Finance, Administration, Internal Audit and HR.  The Global Operations Unit is led from the Headquarters Office in Geneva, although team members are based in different locations around the world.

Under regular supervision from the Finance and Administration Manager, the Finance Officer works closely with other Finance Officers in Interpeace Rwanda, Nairobi, administration staff, programme staff, and partners staff to create a more efficient and effective Finance function for an agile, responsive, and high performance Interpeace.

Purpose and General Overview

Under the direction of the Finance and Administration Manager, the Finance Officer is responsible for the financial performance of the assigned partners and/or Interpeace office. This includes: accounting, internal controls, audits, budget management, financial reporting, monitoring, and capacity building

The Finance Officer oversees the financial management of the partners and/or offices assigned, maintaining complete and accurate financial records, and approving (in coordination with the programme team) the different project budgets from development to implementation, monitoring, reporting, and auditing.  S/He ensures that project budgets are implemented according to Interpeace policies and procedures and respecting the donor regulations. S/He also works closely with the Finance and Administration Manager to closely monitor the cost coverage of the programme and/or offices in the assigned areas to anticipate potential risk and financial gaps.

The Finance Officer plays an important role in monitoring and supporting the implementation of the programme overseeing compliance with internal policies, donor regulations and local Laws (i.e. Taxes).

This position requires to consult with and/or coordinate activities with internal and external actors. There is an element of persuasion, influence and provision of professional advice and direction, but it is not a regular activity.

Guided by and in collaboration with the Finance and Administration Manager, a successful Finance Officer will:

1. Maintain accuracy of all accounting information and documentation posted in the accounting software (QB) and ERP (SunSystems) including internal procedures (recruitment, procurement, etc.)
2. Achieve unqualified project and statutory Audits and on time donor and internal financial reports
3. Budget monitoring: produce and distribute Budget versus Actuals (BvA) reports with detail analysis on potential risks.
4. Deliver on a monthly basis, timely, accurate, and complete reviewed set financial records and supporting documents for the partners and/or office assigned through the online tool for consolidation.
5. Follow up with the partners and/or office’s accountants the implementation of the internal controls recommendations until resolved (monthly checks, internal and external audits, internal reviews, etc.)
6. With the guidance of the Finance and Administration Manager, support Interpeace performance by reviewing policies and procedures, providing training to staff and/or partners, monitoring financials or assessing risk within the partners and/or offices assigned.

Duties and responsibilities

Scope and Impact

• Specific responsibilities and objectives are assigned with some latitude for setting of priorities and technical approaches, using established practices and procedures. Unusual challenges may be discussed with supervisor or others for clarification of the policy.
• Is recognized as the projects first reference for professional/Technical advice relating to accounting, Budgeting, and reporting within the projects and grants assigned
• Informs and interprets policy and practices within the units
• Work conducted by the Finance Officer impacts a specific job family, assigned grants, and partners

Planning and implementation

• Develops clear goals that are consistent with agreed strategies
• Identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work
• Foresees risks and allows for contingencies when planning
• Monitors and adjusts plans and actions as necessary
• Uses time efficiently

Financial responsibilities -Payments & Reporting

• Oversee the maintenance of the QB file for assigned partner/s. Ensuring data accuracy of COA and other analytical dimensions.
• Ensure proper filing is done and checking that all relevant documentation is archived according to internal practice.
• Review that all payment vouchers have correct supporting documentation and have been properly authorized. Review also for reasonableness and for improper transactions.
• Review all balance sheet accounts reconciliations
• Identify areas of weakness and, develop and provide training in coordination with (Manager)
• Ensure that IPRW service providers are paid on time.
• Prepare monthly bank reconciliations
• Prepare accurate and timely monthly financial reports as per Interpeace/Donor set out deadlines.
• Prepare and analyse monthly aging reports per project
• Prepare fund balance reports per project
• Assist in the due diligence for new partners and support in setting-up of new QB files, establishment of local systems, training to finance staff, and subsequent follow-up.

Specific Duties

Budget Management

• Create donor reports in Q&A to monitor budget implementation and performance (BvA) of all the projects implemented at the designated geographical area and reports to the (Manager) and the programme team on any variances or potential deviations according to actual and forecasted expenditures.
• Check monthly that the final booked expenses are in line with Approved budgets (including cost sharing) and that resources are utilized in line with the approved budgets and donor requirements.
• Review monthly that Cash Transfer Request (CTR) are produced by each partner according to cash flow and budget availability and that funds are utilized according to approved plan (CTR). Update estimates included in the CTR in discussion with relevant programme team.
• Monitor that expenditures are processed and authorized according to Interpeace Delegation of Authority and other policies (as Procurement Manual).
• Monitor compliance with grant funding requirements (Donor rules and regulations as eligibility of expenditures).
• Prepare grant expense reports for all the projects implemented at IPRW and ensure accuracy with SunSystems before they are submitted to any external party.
• Participate in Programme team meetings and contribute to Programme strategy, activity planning and Programme development as requested.

Others

• Assist Country Office in inventory management. Keeping an up-to-date assets register.

Education

• Degree in Accounting, Business Administration, finance, or related field from a recognized University
• Accounting certification (partial or full CPA or equivalent)
• Have demonstrated a high understanding of finance and accounting matters preferably within the not-for-profit sector
• Professional membership with a recognized body is an added advantage

Experience

• Minimum of four years of relevant and progressively responsible experience in the professional field of finance and accounting in a not-for-profit setting.
• Experience of computerized accounting software, preferably QuickBooks and ERPs, preferably SunSystems. High level of IT proficiency in use of all MS Office applications.
• Proven experience in budget management and internal controls
• Ability to work successfully as part of a diverse and multicultural team
• Experience of conducting capacity-building for partners and staff on financial systems and good financial practices. Experience working in field locations.

Competencies

• Strong accounting knowledge and operating capacity. Experience in financial bookkeeping within the local context
• Strong budget management skills; financial internal controls; source documentation verification; preparation of payment vouchers; and procurement processes
• Ability to perform detailed work, frequently of a confidential nature and/or to handle a large volume of work systematically, effectively, and accurately
• Ability to foresee risks and allow for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
• Ability to take ownership of all responsibilities and honor commitments; delivers outputs for which one has responsibility within prescribed time, cost, and quality standards; operates in compliance with organizational regulations and rules.
• Ability to work in a multicultural environment successfully and to demonstrate gender-responsive and non-discriminatory behavior and attitudes.

• Strong written and oral communication skills in English. French and Spanish is desirable.

• Ability to travel within and outside the country on short notice. Experience with non-profit or international organizations.
• Strong commitment to supporting local peace-building initiatives and to the values and working principles of Interpeace.

Interpeace Competencies

• Collaboration and Weaving
• Communication
• Driver for Results
• Adaptability and Continuous learning
• Respect for Diversity

Success factors

• Identifies with and is committed to Interpeace’s core values and working principles
• Commitment to inclusiveness
• An innovative, critical thinker with extensive problem-solving skills

How to apply

Qualified candidates are invited to submit their applications to [email protected] on or before 15^th November 2021, 23:45 pm, Kigali time. “Finance Officer, Kigali” MUST BE included in the subject line of the application email to be considered.

The application must include:

• a complete curriculum vitae
• a letter of interest
• an acknowledgement letter, answering the following questions:

1. Have you ever been criminally convicted or subject to any criminal or administrative penalty by any competent authority? If yes, please specify:
2. Have you ever been terminated or separated (e.g. contract termination, dismissal, non-renewal) or subject to any disciplinary measure or sanction by your employer for fraud, harassment, sexual harassment, sexual exploitation or sexual abuse?
3. Have you ever resigned while under investigation or during disciplinary proceedings?

a)    Confirming the following declaration of understanding:

I confirm the accuracy of the information provided, with the understanding that Interpeace will conduct reference checks to verify relevant information.

I understand that if any false or misleading information is provided in my application, or any material fact suppressed, I may not be employed, of if I am employed, I may be dismissed.

 Interpeace values diversity among its staff and aims to achieve gender equality both through gender parity at all levels of the organisation and the promotion of a gender dimension in all its work. We welcome applications from women and men, and those with disabilities.

Please note that due to high volume of applications, ONLY short-listed candidates will be contacted.