Finance & Grants Management Coordinator at ActionAid Rwanda (AAR)

Recruitment of ActionAid Rwanda (AAR) Finance & Grants Management Coordinator

Position: Finance & Grants Management Coordinator

Reporting to: Finance and People Management Lead

Grade: B

AAR Background:

ActionAid Rwanda (AAR) is a local non-Governmental organization and an Affiliate Member of ActionAid Global Federation, an Anti-Poverty Agency working with the poor. AAR has had its operations in Rwanda since 1982, due to effects of the 1994 Genocide Against Tutsi, AAR resumed its operations in 1997 as a full Country Program and has contributed towards eradication of Poverty and Injustice with a focus on tackling their root causes. AAR has a very strong commitment to supporting and empowering women and children as well as Promoting their Rights through Campaigns, Sensitizations and Advocacy.

AAR’s vision is a Country without poverty and injustice in which every person enjoys their right to life of dignity and mission is work with people living in poverty with focus on women and girls to eradicate poverty and injustice.

Purpose Of the Job

The role is responsible for the day-to-day management of the Office finance activities as well as supporting the Country Office Finance Team to provide effective financial management to the Affiliate Programme. The position holder also provides accounting support to the AAR Country Programmes Finance function.

The Job Holder is also responsible for effective Grant Management including generating Grant reports to the AAR Country Team.

The Major Responsibilities Include:

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 

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

Desirable

• 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

How to apply

Interested and qualified candidates should apply here not later than Monday 27th May 2024 at 5:00pm. Indicate in the subject line: Finance & Grant Management Coordinator.

Only shortlisted candidates will be contacted.

ActionAid is an equal opportunity employer and candidates will be expected to embody ActionAid’s values and adhere to organization policies including the Safeguarding Policy and the Child Protection Policy, among other ActionAid policies.

Qualified Female candidates are strongly encouraged to apply. 

Apply via this Link