Job at Innovations for Poverty Action (IPA) : Finance &HR Manager (Deadline: 05 October 2018)
Innovations for Poverty Action (IPA) seeks a qualified Finance & HR Manager (FHRM) to join the team of the IPA Rwanda office. The FHRM is part of IPA’s Rwanda’s management team. S/he is responsible for the financial and HR management for the country program working collaboratively to ensure compliance with IPA’s internal policies and procedures as well as donor regulations. S/he works under the technical direction of the Country Director and IPA’s Head Office and is responsible for all finance and HR functions in Rwanda. In support of the program team in Rwanda, the FHRM provides timely support to ensure that financial resources are used efficiently and effectively. IPA is moving from its current financial system Abila to NetSuite.
IPA in Rwanda
IPA was established in Rwanda in 2013 and has 10 active projects spanning across Education, Agriculture, Finance and Health. With 15 full-time staff, a network of part-time field numerators of over 300, IPA Rwanda predominantly implements Randomized Control Trails in collaboration with leading Rwandan and international academics, the Government of Rwanda and other development NGOs to evaluate the impact of new development concepts to help inform future government policy and development projects.
Financial – Banking, cashflow management and disbursements
- Ensure effective, transparent use of financial resources in compliance with IPA and donor policies and procedures.
- Maintain banking relations and plan and monitor project cash flow requirements, preparing monthly and quarterly projections for submission of funding requests to HQ on a timely basis to ensure the smooth implementation of IPA programs.
- Ensure payments are made in a timely manner
- Ensure any deposits are made promptly into the bank account.
- Timely and accurate preparation of monthly bank reconciliation statements for all IPA Rwanda bank and petty cash accounts.
- Review all cash disbursements including petty cash reimbursements and advance requests to ensure they are complete and accurate with appropriate supporting documentation and in compliance with IPA and donor policies and procedures and approvals.
- Review expense advance retirements to ensure they are complete and accurate with appropriate supporting receipts and in compliance with IPA and donor policies and procedures and approvals.
- Review requests against approved advances ensuring advances are used for intended purposes and ensure all variances are communicated to the Country Director in a timely manner.
Payroll and Taxes
- Ensure staffs are paid and pay slips are issued promptly at the end of each month in accordance with IPA and statutory obligations.
- Ensure all statutory obligations are made and returns submitted in accordance with the required timetable. Ensure local filings for TCN and expatriate payroll staff are kept up to date and reconciled with HQ as required.
- Maintain staff database and accounting records.
- Review coding of direct staff time to projects for reasonableness.
- Process review of the month end closing including but not limited to:
- Post journals to ensure proper coding of all transactions;
- IPA’s and donor’s policies and procedures adhered to including preparation, filing and secure maintenance of proper accounting and financial records and ensuring highest ethical standards and confidentiality always respected and maintained;
- Posting of transactions daily to Abila/ NetSuite;
- Reviewing accounts payable ensuring timeliness and accuracy of information;
- Reviewing accounts receivable ensuring timeliness, the accuracy of codes and appropriate backup;
- Ensure adoption of and adherence to new procedures as rolled out by IPA HQ.
- Conduct a monthly reconciliation of balance sheet accounts.
- Review and post transactions prepared by Finance Assistant.
- Maintain type 2 standard costs and review variances.
- Develop monthly financial reports within NetSuite to support local management, PI and project reporting and donor reports as required.
- Prepare local statutory reports and ensure filing in a timely manner after coordinating review with HQ.
- Prepare reports for Country Director as required.
- Review and work with budget holders on the monthly end grant spending reports (BVAs).
- Support IPA’s global audit and manage local statutory audits and project audits as required.
- Assist in the preparation, maintenance, and consolidation of office operational budgets.
- Assist Country Director and budget holders with budget preparation and quarterly reforecasts, as required.
- Ensure budgets, operational and project, are loaded into NetSuite in accordance with global procedures.
- Lead in the rollout of finance systems and procedure documentation in the Rwanda office and any field offices, ensure that all financial transactions are in compliance with IPA policies and procedures.
- Make recommendations to IPA’s Chief Finance and Administrative Officer and/or IPA’s controller on any modifications to be made to global financial procedures to ensure adherence in Rwanda or any local Rwandan statutory requirements.
- Perform the financial review of purchase requests, purchase orders, and payment requests to ensure compliance with IPA policies and procedures and donors grants and contracts requirements.
- Perform compliance reviews and physical spot checks of office processes including procurement, logistics, stock management, and coordinate with the relevant staff to correct and improve as needed
- Create a sustainable work environment of mutual respect that attracts motivated, skilled and effective team members and enables them individually and collectively to strive to achieve excellence.
- When required, supervise and lead a diverse team of direct and indirect reports and conduct timely performance reviews and establish development plans.
- Contribute to the Rwanda office team-building efforts; build constructive internal relationships; help team members identify problem-solving options and ensure integration of all team members into relevant decision-making processes.
- Support Rwanda based staff develop their finance and HR skills including ensuring all staff receives detail induction on finance, conflicts of interest and HR.
- Be the focal point for local team training on NetSuite.
Work with the Country Director and staff line managers to ensure:
- Compliance with IPA’s global Human Resources policies and procedures
- Compliance with all Rwandan labor laws
- Transparent, timely and fair recruitment, contracting and on-boarding of new staff
- Effective, timely and documented staff off-boarding for all staff departures
- Maintenance and safe storage of full HR files for all staff members
- The effective preparation, signing and safe storage per project of all enumerator contracts.
- International staff, interns and volunteers are supported to obtain the necessary registrations and employment permits
- Staff leave is effectively planned for, tracked and monitored
- Any staff disciplinary process is conducted in line with local labor law and IPA global policies
- IPA Rwanda promotes a culture of teamwork, learning, and integrity
- By-annual staff learning and development retreats are held and regular informal social events to build team work
- In consultation with IPA HQ, Legal team liaises with IPA Local Counsel to ensure that IPA-Rwanda policies and procedures are compliant with applicable local regulations.
- Assist the Country Director with the general administration and management of the IPA-Rwanda Country Office.
- Other duties as assigned including support of neighboring countries.
- Contribute to the strategic direction and effective running via providing professional contributions to the Senior Management Team
- Must be authorized to work in Rwanda
- Bachelor’s degree in Accounting or finance required
- Professional qualification required – the member of Rwandan Institute of Certified Accountants preferred.
- At least 6 + years of progressive financial management experience, including supervisory experience required.
- At least 4 years of international nonprofit experience in a similar role.
- Strong accounting skills and experience, including management of the general ledger, journal entries, payroll, payables, and balance sheet
- Experience with DFID, EU, USAID or other major international donors’ rules and regulations preferred.
- Strong understanding of financial and tax regulations in Rwanda is essential.
- Knowledge of NETSUITE (ORACLE) accounting software strongly preferred.
- Advanced computer skills in MS Office programs, particularly Excel.
- Detailed understanding of Rwandan labor laws
- Fluent oral and written communication skills in English. Good listening skills.
- Analytical and problem-solving skills; decision-making skills.
- Attention to detail, ability to maintain a high level of accuracy in preparing and entering information; good planning and organizational skills. Ability to multi-task.
- High degree of professionalism and sense of confidentiality
IF YOU MEET ALL THE ABOVE REQUIREMENTS,
PLEASE APPLY BY SENDING YOUR CV AND COVER LETTER, VIA EMAIL, TO [email protected] STATING YOUR MONTHLY NET SALARY EXPECTATION.
APPLICATIONS CLOSE AT 5 PM RWANDA TIME ON FRIDAY 5th OCTOBER. LATE APPLICATIONS WILL NOT BE CONSIDERED. DUE TO THE VOLUME OF APPLICATIONS ONLY SHORTLISTED CANDIDATES WILL BE NOTIFIED.