Finance & People Management Lead at ActionAid Rwanda (AAR): (Deadline 15 August 2024)

Finance & People Management Lead at ActionAid Rwanda (AAR): (Deadline 15 August 2024)

RECRUITMENT AT ACTIONAID RWANDA (AAR)

Position : Finance & People Management Lead

Reporting to: Executive Director (ED)

Line managing: Organizational Effectiveness, Governance & People Management Coordinator and Finance & Grants Management Coordinator

Internal Relations: Senior Management team of AAR, All AAR Team, Head of International Audit; Regional Finance Advisor and other international Finance team, HR, and Organizational Development (OD) Advisor, SHEA and Safeguarding Advisor, Assurance and Compliance Lead, AAR Board and AAR General Assembly.

External Relations: Partners, Relevant Government Agencies, Donor Community, INGO Community and other stakeholders

Location: Kigali, Rwanda

Grade: C

Duration: Open ended

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 Role:

The position exists to ensure the financial, People Management and Operations including Administration processes, procedures, and legal integrity of AAR within the framework of the policies and procedures established both nationally & internationally and the requirements of local and international law are adhered to and complied with. The position is also to provide strategic financial management direction of AAR to help ensure that AAR overall strategic objectives are met and ensure the continual improvement in monitoring, control and reporting of expenditure of partner NGOs of funds given by ActionAid Rwanda.

The Major Responsibilities Include:

Corporate Responsibility

• Contribute to the development and achievement of the AAR’s strategic objectives.
• Ensure that the long-term financial strategy of the country programme is viable.
• Keep the other members of the AAR Management Team informed about financial
• Provide a strong lead in discussions affecting the finances of the Orgsnization and more generally, ActionAid International.
• Attend and participate in meetings or conferences of ActionAid finance staff as requested.
• Ensure compliance & stay current with local statutory requirements – filing of returns and other reporting to regulatory agencies.
• Collaborate with internal and external stakeholders, including donors, government agencies, and partner organizations, to promote financial sustainability and program effectiveness.
• The Finance lead role plays a crucial part in implementing strategies for cost recovery, ensuring financial sustainability and efficient allocation of resources within the organization.
• Foster a culture of accountability, transparency, and integrity within the organization.

Financial Controls

• Continuously review, evaluate, develop and implement an internal control system to maintain the financial integrity of AAR.
• Oversee the Development, implementation and evaluation of financial management systems to maintain the financial integrity of AAR.
• Interpret and comply with established ActionAid International and AAR corporate policies as laid down in the ActionAid International and AAR Financial Policies and Procedures Management Framework (AFMF).
• Produce, interpret to users and keep updated the Local Financial Policies and Procedures Manual (LFPPM) developed within the overall framework and structure of the ActionAid International Financial Policies and Procedures Management Framework (AFMF).
• Develop and regularly review and update an appropriate Risk Register / Matrix.

for finance and integrate it into the CP’s overall matrix

• Manage the cash flow position of AAR, including regular monitoring of foreign exchange rate movements with a view to taking necessary action depending on trends.
• Manage and comply with the stipulated and necessary reserves at DA and Country levels.
• Define, agree and communicate period end processing aspect on the following:
• Cut-of date, depreciation processing, accruals & provision, prepayment allocations and other accounting adjustments in compliance to GAAP.

Financial Reporting

• Introduce and maintain a reporting system which permits the effective monitoring of the finances of AAR programme.
• Produce timely and accurate financial reports monthly to local management of the programme.
• Ensure that accurate and timely financial and management reports are prepared and issued to the Country Director / Rep / CPM, management, donors, regions and AA International as specified in the ActionAid International Financial Policies and Management Framework.
• Produce accounts for the quarters of March, June, September, and December for submission to the Regional Office within the agreed timetable.
• Produce statutory year-end accounts, annual reports and half yearly reports under AAR and AAR accounting policies and as required by local legislation.
• Produce timely and accurate reports to donors as required.
• Prepare and submit reports to the Board, Treasurer and Finance and Audit Committee (s) as will be agreed and scheduled.
• Ensure that effective systems are in place to allow adequate financial monitoring.

Plans, Budgets and Forecasts

• Co-ordinate the annual budgeting, forecasting and three-year planning exercise and ensure that these are consistent with guidelines and procedures agreed with AAR and in accordance with specific needs of AAR-CP.
• Prepare detailed expenditure budgets and summary budget tables and ensure that they are consistent with the information and formats provided by the Regional Office and ActionAid international.
• Coordinate with Sponsorship Department and produce on an annual basis a forecast of sponsorship income for the following period.
• Produce three-year financial plans as required within the agreed timetable.

Training and Support

• Establish and develop close communication links with the finance and

administrative staff of partner NGOs.

• Develop the financial capacity of partner NGOs in a systematic way.
• Develop the finance skills of the finance and non-finance staff of AAR.

Partner NGOs

• Assess the financial ability of potential partner NGOs, including their internal control systems, documentation, and capacity to report on expenditure before long-term relationships are entered into.
• Monitor and assess the expenditure of partner NGOs.
• Agree, develop and review a reporting system between the partner NGOs and AAR.
• Ensure that the external and internal audit reports of partner NGOs are reviewed and acted upon as necessary.
• Develop a system to ensure that partner NGOs are not double funded with AAR funds.
• Plan for and schedule both Partners visits and training sessions.

Safeguarding Assets and Interests

• Ensure that AAR funds and assets are being put into good use and for the purposes the donors intended them to be.

Donor management and Reporting

• Participate in development of fundraising proposal/s from the beginning of the process.
• Review and sign off on all fundraising proposals developed by CP
• Ensure that reports are submitted to the donor on a timely basis, in the format agreed with the donor and that all other reporting requirements are adequately adhered to.
• Ensure the continuous cost recovery of projects is done on time by closely monitoring expenditures, identifying cost-saving opportunities.

Performance Measurement

• Comply with AAR and AAR-CP performance measurement systems.
• Develop and implement performance measurement relevant to AAR and to partner NGO’s.
• Participate in the corporate development of performance measurement and impact assessment indicators.

 SUN / VISION:

• Maximize the use of the SUN, Vision Systems in the country programme.
• Maintain the integrity of SUN/Vision systems and ensure regular backups of SUN to minimize risk impact of loss of data.
• Ensure finance staff are properly and adequately trained on SUN /Vision Systems and are able to maximize use of the systems especially for designing of reports using vision. writing and use of vision.
• Ensure TM1 database information is up to date and always reconciled.
• Ensure availability of relevant user training manuals to all finance staff.

Audit

• Ensure that financial statements are prepared for internal or external auditors as required.
• Ensure that a sufficient audit trail is maintained for all transactions at the CP.
• Establish an internal audit function and develop a systematic internal audit program covering all of AAR – operations to ensure that adequate control systems are being maintained.
• Liaise closely with both the internal and external auditors to ensure that audit timetables and guidelines are adhered to.
• Provide full support & co-operation to internal and external auditors and implement any changes recommended by them once agreed.
• Ensure proper follow up and implementation of agreed recommendations by both internal and external auditors.
• Work closely with the internal audit unit to ensure staff in the unit are well acquainted with the finance unit systems and processes. This will include initial induction and training of the internal audit staff.

People Management:

• Providing Strategic support and Administer all Key People Management roles including recruitment processes, on-boarding and induction.
• Provide Strategic Financial and People Management oversight to AAR Leadership and other organizational Units, including Partners, Stakeholders working with AAR.
• Develop the skills and capacity building of all staff.
• Ensure Comprehensive Performance Management for all staff are in place, monitored assessed and documented.
• Ensure Skills development plan informed by Performance management, Skills gap analysis to inform organizational training plan and budgets.
• Ensure development/Update of Comprehensive Human Resources (HR) manual/Policy, and other various Organizational Development Policies.
• Ensure compliance of SHEA and Safeguarding Policy in place and adhered to by the Organization.
• Ensure Compliance to Assurance Policy within the AAR, Partners and Stakeholders working with AAR
• Develop work plans for Finance staff and factor in leave ensuring adequate cover and staffing in event of absence.

Links between Finance & People Management with other functions:

Work closely with all staff especially those involved in monitoring and evaluation, impact assessment and those involved in sponsorship and fundraising to derive maximum synergy and support beneficial to all.

On Resource Mobilization and Partnerships:

• Participate in project proposal development, implementation & management thereof.
• Develop and keep updated all donor & Project related information, reporting requirements, audits in a form of a tracking tool With Sponsorship
• Engage with the Sponsorship system to track links movement and track actual income realization.
• Participate in the impact assessments and PRRP processes.
• Participate in the International and Regional initiatives, teams, and projects

Gender Lens and Feminist Leadership Principles compliance.

• Participate in the establishment of planning, evaluating, and reporting systems which facilitate the assessment of the impact of AAR’s gender work and Feminist Leadership.
• Always work towards ensuring that the Finance and People Management function comply to Gender and Feminist Leadership Lens.

SHEA and Safeguarding, Assurance Policies, Gender Lens & Feminist Leadership Principles Compliance.

• Ensure compliance of SHEA and Safeguarding Policy in place and adhered to by the Organization.
• Ensure Compliance of Assurance Policy within the AAR, Partners and Stakeholders working with AAR

Support to Programme, Policy and Business Development Unit

• Provide advice, assistance and training on Financial & People Management matters to the Executive Director and other Senior Managers as required for them to improve their financial management in their programmes.
• Assist in the recruitment, assessing and development of finance and non-finance staff for AAR programme offices and projects.

Shared Learning

• To share any learning within the finance function, the Regions and other country Programmes outside the region.

Legal Issues

• To provide a link with the local corporate lawyers and ensuring delivery on assigned work monitor their performance to ensure and that ActionAid always has competent legal advice to reduce the risk of loss of funds and/or integrity.
• Provide advice to Senior Management Team on suitable approaches to legal aspects of the programme work especially as relates to financial matters.
• Work with the corporate lawyers to ensure legal and statutory obligations are fulfilled and complied with

Interface with the Board/Management

• Play an active role & support the development of the Governance Manual with emphasis on input on finance aspects.
• Participate in Board meetings and give necessary support and information to the
• Finance & Audit Committee (s)- quarterly or other such reporting
• Plan for and organize Board/Management training as and when they become necessary.
• Be always prepared to engage and support the Board/Management in any other role and capacity or assignment for better governance and management of the CP

Systems & Procedures

• Contribute to development and administration function systems and procedures,
• Lead the Formulation of Policies
• Lead the implementation of Staff Safety, Health and Security issues
• Ensure the implementation of all relevant policies.

SHEA and Safeguarding, Assurance Policies, Gender Lens & Feminist Leadership Principles Compliance

• Ensure compliance of SHEA and Safeguarding Policy in place and adhered to by the Organization.
• Ensure Compliance of Assurance Policy within the AAR, Partners and Stakeholders working with AAR
• Ensure Feminist Leadership Principles are applied in all your and your department activities and relations.

How to apply

Interested and qualified candidates should apply here not later than Thursday 15^th August 2024 at 5:00 pm. Indicate in the subject line: Finance and People Management Lead.

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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