Job Title: Finance & Administrative Assistant (01)                        

Job Grade: KT6

Reports To: Accountant

Direct Reports: None

Employment Category: Contract

Duty Station: Kigali – Rwanda

Purpose of the Job

• To ensure delivery of friendly, efficient customer-oriented service by creating a warm and welcoming atmosphere for staff and guests and providing timely administrative support to the organization.
• To ensure accurate preparation of payments, maintenance of KT inventory, and all the other records of the Trust.

Specific Responsibilities

Accounting and Finance:  

• Assembling and preliminary checking of payment requisitions/invoices and other documents.
• Timely preparation of bills in ERP (Odoo) system
• Ensure that all transactions are charged to the right project, donor and account code.
• Ensure that payments are duly acknowledged by all beneficiaries.
• Maintain proper filing of all the relevant payment documents for ease of future reference.
• Reviewing staff accountabilities and recommending them to the accountant for approval.
• Ensuring that all accountabilities are attached in ERP (Odoo) system.
• Supporting the Accountant in reconciling staff travel advance accounts, bank accounts and all other balance sheet accounts.
• Maintain the travel advance monitoring register to ensure advances are accounted for as per the guidelines set.
• Ensuring that all transactions made during the week are fully entered into the accounting system within the week.
• Maintaining and continuously updating the inventory register of the Trust

Administration:

Front Office management

• Maintain the general filing system and file all correspondence (Service Providers, Administration and Projects)
• Respond to public inquiries
• Enhance the corporate image of Kilimo Trust through proper organization of the front office desk and office surroundings.
• Ensure that the KT office is open and closed daily.

General Administration:

• Management of office administration, including office running costs, logistics, security, information management, Asset, record management and procurement.
• Make logistical arrangements including flights reservations, hotel and vehicle arrangements for staff, visitors/partners, donors, consultants, volunteers, and interns.
•  Prepare correspondence and memos to staff in relation to the office operations.
• Prepare budgets for administration related activities and assist in monitoring it to ensure no over-expenditures
• Responsible for organizing events and making relevant logistical arrangements
• Oversee the maintenance, repair, and cleanliness of the office premises, ensuring that any maintenance needed is dealt with.
• Ensure all assets are well managed, secured and maintained at the office location.

Basic IT Support:

• Responsible for receiving all IT related issues and forwarding them to the respective Service Providers
•  Maintain a database of all IT problems and ensure they are successfully completed/ solved and closed in time by the Service Provider.

Procurement:

• Provide support in procurement of goods and services for the Trust including stationery for country office.
• Coordinate procurement of goods and services while ensuring value for money
• Monitor of the procurement plan and ensure timely purchasing of assets and different equipment
• Manage the prequalification process and manage the database for the prequalified service providers
•  Manage the contracts and the relationship for the different service providers

Technical Competence Requirements

• Hands-on experience in the use of spreadsheet
• Understanding the application, the generally accepted accounting principles, and Financial Reporting Standards
• Ability to Prepare financial statements & financial reports
• Skills in Basic Accounting and bookkeeping
• Ability to maintain strict confidentiality in performing different duties
• Experience in general Office Administration
• Be honest and trustworthy

How to Apply

If you are the right candidate, please send your application letter plus the following:

• An up-to-date CV, highlighting relevant skills and experience (presented in relation to each of the Responsibilities and each of the experience areas listed above).
• The names and contacts of three referees, and a daytime contact telephone number of each of them.
• Copies of Academic Certificate and Transcripts for O’ level, A’ level – where applicable, Under-Graduate and Post-Graduate qualifications
• The names and contacts of your immediate supervisor(s) in the current job and two of your immediate previous jobs.
• Your daytime contact telephone number; and
• A statement and proof of the current remuneration package

Please submit your application documents electronically through our KT Odoo System

https://erp.kilimotrust.org/jobs/detail/finance-and-administration-officer-rwanda-27

Address all applications to The Human Resource   Manager, Kilimo Trust.

Deadline for receiving application: Friday 6^th December2024

Only shortlisted candidates will be contacted