Finance Assistant at International Alert

JOB DESCRIPTION

Job Title: Finance Assistant

Reports to: Finance and Grants Officer

Management Responsibility: None

Job location: Rwanda

Grade: 5.2

Contract Duration: Maternity leave Cover-4months

International Alert

International Alert has been working for over 30 years with people directly affected by conflict to find peaceful solutions.

We believe in a world where people resolve their differences without violence and can build a more peaceful future for their families and communities.

We build a more peaceful world by collaborating with people from across divides to resolve the root causes of conflict, because everyone can play a part in building peace, every day.

We work alongside local communities, partners, businesses, and policymakers to turn our in-depth research and analysis into practical solutions and action on the ground.

And we bring together people from the grassroots to the policy level to inspire and amplify the voice of peace, because it is only together that we can achieve change. To learn more about how and where we work, visit www.international-alert.org.

Job Purpose

Under the general supervision of Finance and Operations Manager and direct supervision of Finance and Grants Officer, the post holder will support International Alert Rwanda in all Finance and logistical activities.

Duties and Responsibilities

• Maintain an inventory of all Alert assets.
• Organize travel arrangements for staff and guests including hotel bookings, airport, and other transfers, visas, licenses, and travel documents.
• Monitor the drivers schedule, review motor vehicle log sheet and monthly summary and advise any deviations being observed.
• Support the fleet management ensuring adherence to the vehicle policy. 
• Manage vehicle logbooks (ensuring that each vehicle has a logbook, drivers fill the logbook at the end of each trip, checking the accuracy of the logbooks, etc.)
• Fuel management (including periodic analysis of fuel consumption for each vehicle to determine efficiency and perhaps abuse).
• Process petty payments and produce a weekly petty cash report.
• Prepare and process Mobile Money payments to business partners on a regular basis and subsequent posting replenishment and reconciliation of Mobile Money transactions in the Finance System.
• Maintain staff advance monitoring sheet and ensure that staff advances, and travel floats are issued and justified strictly within International Alert Rwanda guidelines.
• Receive, examine, and process requisitions and other documents related to the purchase of supplies, materials, and equipment for the organisation.
• Initiate local purchase orders, supplier contracts, and any supporting documentation for approval to enable the timely purchase of goods and services.
• Monitor and coordinate delivery of items from suppliers and make sure goods and requested goods and services have been delivered.
• Track invoices and open obligations to ensure that vendors are paid promptly and can identify when a payment is overdue.
• Maintain complete and accurate voucher records so that they are readily accessible for inquiries by vendors or auditors; all voucher packages (obligation and liquidation documents) must be filed on share point at the end of the month.
• Any other duties which contribute to the smooth running of International Alert Rwanda, as required by the Supervisor.

Travel requirements

The position is based in Kigali city with possible travel to the districts in which we work.

PERSON SPECIFICATION

ESSENTIAL REQUIREMENTS

1. Bachelor’s degree with 2^nd class upper division in logistics, Finance, Accounting or Business Administration
2. At least 2 years’ experience in finance, administration, logistics, front office management
3. Fluency in English, French and Kinyarwanda
4. Tolerant individual with ability to work with people from different background and with flexibility and able to work on overtime, when requested
5. Capable of working under stressful and difficult conditions.
6. Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities
7. Proficiency in computer skills, especially in MS Office (Excel, Outlook, Word etc).
8. Mature individual, able to work independently, effectively and harmoniously with colleagues from varied cultures and professional backgrounds at all levels.

DESIRABLE REQUIREMENTS

• At least 2 year of experience providing admin support for NGO for USAID funded programs.
• Experience in procurement and demonstrated knowledge of USAID rules and regulations for recruitment and procurement.

Each application should consist only of the following documents:

• A cover letter that explains why you are the ideal candidate for the position as well as what has motivated you to apply for the position.
• A curriculum vitae that clearly respond to the education, experience and essential skills mentioned in the table above. 
• Application form(attached) for the post should be sent by email only no later than 23 June 2024 to Rwanda@international-alert.org.

Please mention the following reference in the subject heading of your email: Application for Finance Assistant position.

Please note that the following:

• This is a local position.
• Women candidates are strongly encouraged to apply.
• If you have not heard from us within two weeks of the closing date, you can assume that your application has, on this occasion, been unsuccessful.”