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.

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

• 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