Payments and Administrative Officer at The Commons Project Foundation, Africa (TCP Africa): (Deadline 27 June 2025)

Job Title: Payments and Administrative Officer

Reports To: Director of Finance and Administration

Position Summary:

The Payments and Administrative Officer supports organizational efficiency through accurate financial recordkeeping and core administrative functions. This role is responsible for day-to-day bookkeeping and ensuring effective office filing systems and workspace maintenance, in line with internal controls and compliance standards. This role directly contributes to the financial integrity and operational smoothness of the organization.

Key Responsibilities:

Bookkeeping and Financial Support:

• Record daily financial transactions and maintain up-to-date accounting records.
• Process payments, staff advances, reimbursements, and manage petty cash according to financial procedures.
• Assist with monthly bank reconciliations, ledger reviews, and preparation of financial reports.
• Organize and file supporting financial documentation for audits and donor compliance.
• Support budget monitoring, expenditure tracking, and coordination with external accountants as needed.
• Responsible for the day-to-day bookkeeping functions as assigned by the Director of Finance and Administration and in conformity with The Commons Project finance and accounting manual.
• Guiding staff who submit payment requests on compliance requirements.
• Provide Weekly and Monthly Report of Bank Balance, Cash Balance, Bank Reconciliation to the Director of Finance and Administration.
• Update funds balance on daily basis and ensure there is sufficient cash to support the project.
• Ensure that daily transactions are captured in bank, cash, and other general ledgers together with its supporting documents.
• Process monthly PAYE and Social Security payment.
• Maintain strict confidentiality of all privileged information including but not limited to human resources and sub – award financial information.
• Maintain accounting records in QuickBooks on daily basis.
• Collaborate with other internal teams to streamline financial documentation and payment processes.

Administrative Duties

• Maintain organized digital and physical filing systems to ensure document accessibility and confidentiality.
• Ensure general office upkeep, cleanliness, and maintenance coordination (e.g., repairs, utilities).
• Serve as liaison with service providers related to office maintenance
• Assist in maintaining office asset records in coordination with the Finance Department.

Qualifications:

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field.
• Minimum of 5 years’ experience in a bookkeeping or finance-related administrative role.
• Proficiency in accounting software (e.g., QuickBooks) and Microsoft Office (especially Excel).
• Strong organizational skills with a focus on accuracy and attention to detail.
• Ability to manage time effectively, maintain confidentiality, and work independently.
• Experience in donor-funded or NGO environments is an added advantage.
• Professional proficiency in English, knowledge of French is an advantage; native proficiency in Kinyarwanda is required.

Probationary Period:

All new employees will undergo a probationary period of three (3) months. During this time, performance and overall fit for the position will be evaluated. Successful completion of the probationary period is required for continued employment. The employer reserves the right to extend the probationary period, not exceeding an additional three (3) months, based on performance evaluations and in accordance with Rwandan labor laws.

Application Process:

This position has an accelerated start of July 07, 2025. Interested applicants should send a resume and a detailed cover letter to josepha@thecommonsproject.org with “Logistics and Operations Officer” in the Subject Line for consideration.

The deadline for receiving applications is June 27, 2025, at 12:00 noon.

Resume reviews begin immediately. For best consideration, please apply as early as possible.

Equal Opportunity Employer

TCP Africa is an equal opportunity employer. We value a workplace that is diverse in terms of gender, race, class, age,geographic origin, sexual orientation, and other differences that enrich our society. We encourage applicants from all cultures, races, colors, religions, sexes, national or regional origins, ages, disability status, sexual orientation, gender identity, military, protected veteran status or other status protected by law, and those who may not meet every requirement listed in the job description.