Job Description:
The Finance Officer will be responsible for ensuring effective administration of financial operations. He/she will support the Finance Manager in recording and retrieving financial details of the company, including maintaining financial records, processing payments, cash handling and reconciliations. The principal duties and responsibilities will be as follows:
Project Monitoring & Reporting
Provide support to the Finance Manager to produce forecasts and budgets for work activities based on the estimates on the Rolling Work Plan (RWP). This includes collating activity costing and providing support for preparation of the working estimates.
Ensures the financial transactions are properly authorized, recorded, have adequate supporting documentation, filled, maintained and can be easily extracted for the purpose of preparing financial statements; and financial audits.
Support the Finance Manager in ensuring all project staff adhere to internal financial controls, ensure the “Do-Check-Approve” process is applied in all financial transactions, that conflicts of interests and authority levels are respected.
Checks budget codes to ensure that all transactions are booked to the correct budget codes.
Ensure timesheet suspense is cleared weekly and cost models are up to date and accurate. Monthly review with the FM of the salary variance account and work with UK finance team to take corrective action
Cash Management
Assist with the preparation of bank reconciliation statements and ensure they are checked and approved for submission within deadline.
Assist in carrying out timely bank transactions and, also to deposit cheques into vendors accounts.
Responsible for petty cash management and ensuring regular reconciliation of cash balance for review. Accountable for cash count and reporting on cash count exercise to the management.
Responsible for recording cash and transactions into the applicable bank or cash book. Ensure records are available for regular checking and are up to date to meet deadline for submission to the UK head office.
Provide support for payment and disbursement of cash payments e.g. per diems. To produce reconciliation of payment and supporting document for appropriate retirement.
Follow-up on all advances, ensure that all advances are timely and appropriately settled.
Accounts Payable
Assist with the compilation of Vendors’ list and collation of vouchers for batch processing within the financial system.
Assist in the preparation of all payment vouchers, and cheques and ensure the timely settlement of all undisputed invoices.
Checking and ensuring that all payment vouchers meet the minimum audit requirement by checking for approvals and necessary supporting documentations.
Ensuring tax compliance; more specifically with reference to the withholding tax as per the relevant provisions
Carry out the bank and cash operations including cash count preparing bank reconciliation statement maintain cash and bank books and control including issuing cheques, bank transfer requests and other correspondence with banks.
Prepare vouchers and process for approval of competent authority for timely payment/settlement/adjustment and ensure timely and proper posting of vouchers into MM accounting system.
Register invoices in Connect Business
Register vendors in Connect Business as per MM requirements
Support the Finance Manager in preparing the payroll (if needed)
Audits
Assist the Finance Manager in the preparation and the subsequent activities for external e.g., client, and internal audits, as and when required
Review audit reports from partners and sub-grantees and coordinate their audits
Ethics
Operate in line with Our Code of Ethics at all times.
Promote integrity and honesty in all financial reporting and business practices, maintain objectivity and avoid conflicts of interest, and commit to the confidentiality of sensitive financial information.
Identify and report unethical behaviour, ensuring adherence internal financial controls and compliance with all relevant laws and regulations. Proactively in recognising potential ethical issues and take appropriate action to address and report them through the proper channels.
Implement and maintain data protection policies with regards to sensitive financial information, proactively identify and report data protection risks to the Finance Manager
Subgrantee Management
Carry out sub-grantee financial monitoring (collection, review, and processing of financial reports/Accountabilities.
Carry out on-site and desktop monitoring and ensure sub-grantee compliance with grant agreements.
Note: This job description reflects the present requirements of the post. As duties and responsibilities change and develop the job description will be reviewed and be subject to amendment in consultation with the post holder and line manager.
Work location: Kigali.
Candidate Specification:
Skills
Familiar with International Financial Reporting Standards and local statutory legislation
Excellent numeracy and accountancy skills
Experience of working for an international organisation, preferably in the development/humanitarian sector;
Experience in budget management
Strong IT skills and knowledge of MS Office systems.
Excellent oral and written communication skills in English;
Attention to detail and accuracy;
Ability to think ahead and produce accurate information;
Willingness to be flexible and respond in a timely manner to support colleagues
Experience in operating within environments with diverse cultures and practises;
Understanding the concepts of due diligence, value for money and ethics and transparency
Qualifications
Educated to degree level or equivalent in Accounting/finance
Working toward chartership with relevant accounting body (i.e. ACCA, ICA, CIMA, ICAEW, ICAS etc.) with a track record of continuous professional development
Significant relevant work experience in a related field
Advanced Excel Skills
Project description:
Learning and Inclusion for Transformation (LIFT) is a programme of the Ministry of Education that is funded by the UK Government through Foreign, Commonwealth and Development Office (FCDO) and aims to improve foundational learning outcomes for P1–P3 children in English and mathematics in Rwanda’s public and government aided primary schools. In addition, LIFT supports out-of-school adolescents aged 12–17 to return to formal education or access alternative education pathways and enables access to education for children with disabilities.
Focusing on those most at risk of not completing basic education, LIFT is removing barriers to learning, creating safe school environments and developing partnerships for equitable education, so every child has the opportunity to thrive.
Both areas will focus on technical assistance and advocacy to the government around foundational learning and out-of-school girls and boys, to ensure approaches are scaled and evidence from the programme feeds into policy and programming in the education sector. The LIFT programme is implemented by Mott Macdonald- Cambridge Education and will run until 2030.
Equality, diversity and inclusion
We put equality, diversity and inclusion at the heart of our business, seeking to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they have the opportunity to contribute.
Agile working
At Mott MacDonald, we believe it makes business sense for you and your manager to choose how you can work most effectively to meet your client, team and personal commitments. We embrace agility, flexibility and trust.