JOB ADVERTISEMENT: FINANCE AND ADMIN OFFICER

Position Title:  Finance and Admin Officer

Supervised by: Head of Finance

Timeline:  1-year contract, with possibility of renewal

Location: Kigali

Date: March 2020

SPECTRA is a Rwandan local young feminist organization whose mission is to build a strong and well-coordinated movement of empowered young feminist leaders who contribute meaningfully to social justice, gender justice and realization of sexual and reproductive health and reproductive rights of young women and girls

SPECTRA’s current work focus on capacity building of women and girls in organizations, communities and individuals.

SPECTRA is looking for a qualified and well experienced finance and admin officer to conduct daily organization’s HR, financial and procurement processes, documentation and reporting in line with organization’s financial and procurement policy.

Main Responsibilities

• Prepare payments appropriately and in accordance with existing policies, procedures’ manuals, and financial guidelines
• Verify supporting documents for all payments requests and ensure they are in line with the SPECTRA policies, procedures’ manuals, and other internal regulations
• Verify payment requests against existing budget lines for program activities
• Prepare projects and organizational cash projection and ensure budget lines are utilized as planned.
• Record all daily financial transactions into the SPECTRA’s accounting software
• Manage petty cash management (ensure best management practices as per the policy)
• Carry out periodic controls to ensure that all HR, procurement and projects filing system are properly used and that documents are being regularly filed and easily accessible
• Ensure that Cheque books are secure at all times and in a safe
• Arrange all documents relating to all financial transactions of projects properly with respect to the set requirements
• Prepare monthly staff payroll and make a follow up for timely payment
• Ensure SPECTRA Fixed asset register is up to date and accurate
• Prepare mission allowances and travel documents to SPECTRA Staff traveling upcountry or abroad
• Prepare financial reports and submit to Executive Director for approval, respecting deadlines agreed upon internally and as per contractual obligations with the SPECTRA Donors
• Prepare well in advance for and participate in financial audit exercises (internal and external) of the organization
• Coordinates and facilitates the procurement requirements of the office on the basis of the procurement policy guidelines.
• Sets up and supervise an internal procurement committee constitution and TORs
• Create purchase orders, ensuring relevant procurement procedures have been applied and all supporting documentation is attached
• Prepares documentation and drafts correspondence for duty and tax exemption certificates and ensures timely submissions to the relevant government authorities.
• Establish administrative systems and provide guidance on implementation for smooth office operations
• Provide oversight overall administrative operations e.g. Security, stores management, office organization setting up, office courier services and other related tasks;
• Ensure well administrative contracts namely office building rent, security etc
• Control hired vehicles movements and their book logs;
• Interpret policies and procedures to staff in their need to purchase supplies and services
• Conduct vendors and services providers’ prequalification process and maintain database of shortlisted ones to have rational supply base and competitive quotations on commodities and services
• Any other duties as requested by the Executive Director and or head of finance

Qualifications and experience

• Academic: Should have at least a Bachelor’s degree in accounting and finance
• Experience: Should have at least 3 years proven experience working with similar NGOs in same field of accounting and project financial management
• Previous experience with non-profit organization will be an added advantage.
• An understanding of maintenance of ledger entries, bookkeeping skills and bank reconciliation.
• Computers skills including use of spreadsheets and/or accounting packages.
• Required Skills and Competencies: Adaptable, flexible, able to take initiative and prioritize among competing demands; a good team player with strong interpersonal skills, outgoing personality, and ability to work independently and effectively under pressure and on strict deadlines and in a multicultural setting, Excellent knowledge of computer applications;
• Excellent oral and written communications skills in Kinyarwanda and English. Other languages are an added advantage., adherence to feminists’ values and principles
• Young and female identifying candidates are highly encouraged to apply

Application: If you are qualified and would like to apply for this position, please apply by Sending only your CV with addresses of three referees and application letter (Indicate your salary expectation) no later than 18^th April 2020 to email [email protected]

Note: Only shortlisted applicants will be contacted.