Recruitment call

Job title  : Administrative and Financial Assistant

Supervisor  : Country Representative

Term of office   : 1 year (possibility of renewal): probationary period of 3 months

 Duty station  : Kigali -Rwanda

CONTEXT

The Center for International Studies and Cooperation (CECI) is a Canadian non-profit organization founded in 1958, whose head office is located in Montreal. Since its creation, CECI’s mission has been to fight poverty, exclusion and inequality. To this end, CECI strengthens the economic development capacities of disadvantaged communities by supporting initiatives aimed at establishing equality between women and men, combating violence, and those aimed at increasing food security. , the environment, resilience and adaptation to climate change; CECI also conducts resource mobilization actions and promotes the exchange of know-how in order to achieve its grand vision of living in a world without poverty, egalitarian,

Always on the lookout for innovation and efficiency, CECI works on sustainable socio-economic development solutions by implementing programs and projects with strategic partners. In Rwanda, CECI supports the strengthening of the economic power of vulnerable women: farmers and herders, entrepreneurs, women heads of households and young single mothers, women and young women living in refugee camps or engaged in cross-border trade. .

OBJECTIVE OF THE JOB

Under the direct supervision of the CECI Rwanda Program Manager, the incumbent will support CECI Rwanda staff and partners and contribute to the impact and sustainability of the program by providing essential administrative and accounting support in finance, human resources and administration, in accordance with the laws in force in Rwanda and CECI’s policies and procedures. S/he will also provide support to other CECI finance, human resources and administration staff and partners in the region as required.

MAIN TASKS AND RESPONSIBILITIES

Finance and accounting

• Ensure the effective and efficient execution of the financial operations of the CECI Rwanda program and office;
• Ensure timely payment of all CECI Rwanda office invoices in accordance with established donor and organizational financial procedures and regulations;
• Ensure proper documentation of payment vouchers and all other supporting documents;
• Ensure the management of individual expenses of staff missions; advances and balances;
• Keep and maintain daily updates of all required CECI Rwanda office books, records, inventories and files;
• Prepare the necessary documentation and files for CECI Rwanda office project/program audits;
• Contribute to the preparation of the annual program and office budget and monitor its execution in accordance with donor and CECI procedures;
• Prepare requests for funds and submit them within the required deadlines;
• Process and enter financial information into Netsuite software;
• Prepare and submit financial reports on time according to the instructions received;
• Process requests and financial reports from partners and manage them properly;
• Prepare and submit payment files and advance requests;
• Undertake the timely preparation of bank reconciliations and petty cash;
• Ensure the payment of salaries, tax returns and monthly social security contributions to RRA and RSB services;
• Ensure the monthly reconciliation of bank accounts;
• Manage relations with banks, ensure financial communication with headquarters, the Region and partners;
• Provide support for financial assessments and capacity building of CECI partners regarding the management of funds;
• Ensure that tax payments and other statutory obligations of CECI are administered in accordance with Rwandan law;
• Assist in the induction and orientation of country staff on CECI financial systems.
• Perform any other task assigned by the program manager and/or the finance department at headquarters.

General Administration

• Ensure the proper filing of all administrative documents (letters, contracts, etc.);
• Undertake the process of purchasing office goods and services in accordance with the rules and procedures put in place by the CECI Rwanda office;
• Manage the preparation and monitoring of service provider contracts;
• Maintain a stock of office supplies and an inventory of CECI Rwanda office goods and equipment 
• Ensure the management of rolling stock, computer equipment, office supplies and other office assets in accordance with the instructions in force;
• Ensure that all administrative documents necessary for the proper functioning of the office and staff are obtained from the competent authorities;
• Ensure proper management and control of office safe and petty cash;
• Take minutes during team meetings and contribute to excellent internal communication in the office.
• Keep the office in good repair and safe; ensure that facilities such as water, electricity, etc. are maintained 
• Oversee the effectiveness and timely renewal of all insurance policies 
• Ensure that excellent IT and communication systems are in place and operating effectively, in coordination with an external IT consultant and CECI’s IT team 
• Support the program manager in the organization of meetings / workshops and other missions

PROFESSIONAL REQUIREMENTS

Training

Have a university degree in finance and/or accounting;

Experiences

• At least 2 years of experience in a similar position and in the management of multi-donor funds in the context of international development;
• Some experience in the field of administration;
• Knowledge of the fundamental principles of accounting, internal controls and budgeting;
• Experience working with multiple foreign currencies;

SKILLS

• Have the ability to effectively manage several front files;
• Be enthusiastic about working in an extremely dynamic environment.
• Have a sense of negotiation and be able to create fruitful working relationships, both internally and externally;
• Have computer knowledge and be able to work with Microsoft Office: Word, Excel, Power point, Internet, …;

Abilities

• Ability to work independently with minimal supervision;
• Ability to work in a team.

Assets

• Experience working with INGOs and government bodies;
• Proficiency in speaking and writing French.  Knowledge of English being a great asset;

All interested candidates who meet the requirements must send to  [email protected]  no later than February 22, 2023 at 5:00 p.m.,  their application files including the following documents:

• Cover letter explaining your suitability for the position
• Curriculum vitae (CV) updated with the names, e-mail and telephones of 3 reference persons
• Diploma and other additional certificates if applicable
• A copy of the identity document.

Please note that if you have not heard from us within two weeks of the closing date, you can assume that your application has not been successful.

CECI is an equal opportunity employer. Female candidates are strongly encouraged . 

Only the selected candidates will be contacted . _ _ _ _ _ _ _ _ _