Finance and Administration Manager at Church World Service (CWS) Deadline 18 April, 2024 – mucuruzi.com

Primary Purpose:

The Finance and Administration Manager will be responsible for providing leadership to the Finance and Administration Departments within CWS Rwanda country office. Reporting to the Country Representative, the Finance and Administration Manager will ensure that CWS Rwanda is compliant with relevant CWS and Donor policies and procedures within the finance and administration departments. These will include, but not limited to, budget preparation, planning and oversight as well as coordination, management, and reporting. The Finance and Administration Manager will oversee implementation of Finance and Administration activities efficiently and cost-effectively, providing high quality services and information to programs team, staff, donors and other stakeholders. S\he will also oversee the planning, training, quality control, and monitoring of the Administration team in Rwanda.

Key Relationships 

Internal to CWS

• RSC Africa Director
• Human Resource Manager
• Senior Program Manager
• Country Representative
• Procurement Manager
• Finance Coordinator
• Other CWS staff.

External

• Vendors, Banking institutions, Rwandan government, Customers and other agencies.

Working Environment 

• Office work environment.
• Periodic travel to the field as may be required.

Core Job Responsibilities:

Finance Administration and Management (40%)

Leadership and Management (30%)

• Provide leadership and supervise the administrative functions (Office Management, Finance, and IT) of the CWS Rwandaoffice ensuring they are professional, effective and efficient.
• Provide direct supervision and leadership to administrationstaff to include Administration Supervisor, and SeniorFinance Officer including yearly performance evaluations,developing job descriptions, participating in hiring andcoordinating leave.
• Provide regular feedback to administrative staff and manages facilitation of training, coaching and mentoring.
• Monitor and ensure a safe, healthy, and professional workenvironment for the administration units.
• Actively supports staff by promoting safe space, open-doorpolicy and the escalation policy.
• Ensure and manage working resources availed to staff in theadministration units.
• Ensure direct reports are accessing and using their benefitsappropriately including leave.
• Ensure the smooth day-to-day running of the office throughsupervision and management; planning and supervisingwork of the program-related finance staff including trackingand monitoring of procurements and expenditures.
• Provide originality, initiative, and good judgment in applying CWS policies to new and unusual problems.
• Coordinate, support and liaise with other CWS Africa offices and sub-offices regarding visits, reports, office policies andservices.
• Oversee the inventory of office equipment and supplies.
• Oversee the Fixed Assets Register
• Oversee travel arrangements for staff, both domestically andinternationally
• Oversee visa processing for expatriate staff.
• Oversee the maintenance of a clean and professional workingenvironment.

Risk Management and Compliance (20%)

• Oversee all administration and ensure strict compliance withCWS Africa’s SOPs, Cooperative Agreement and 2 CFR 200
• Ensure the administration units comply with Fileserver organization and group email protocols.
• Ensure development, implementation, dissemination, monitoring and adherence of Standard Operatingprocedures (SOPs) for the entire administrationfunction.
• Conduct job function observations of administration, Financeand IT staff to ensure compliance is met and identify anyareas of improvement or training needs.
• Oversee regular internal audits and end of year financialaudits.
• Assist in program development and proposal preparation asneeded.
• Assist Administration Supervisor in ensuring compliance withprocurements and CWS Africa’s SOPs, CooperativeAgreement and 2 CFR 200
• Ensure the relevant SOPs are regularly updated and stored and training sessions on the same arranged.
• Develop and offer training on office management policies andprocedures.
• In Coordination with the Country Representative, update andimplement all necessary policies and accounting practices;improve the finance department’s overall policy andprocedure manual.
• Ensure financial management systems are in line with CWSAfrica’s SOPs, Cooperative Agreement and 2 CFR 200.

Representation/engagement (5%)

• Develops and maintains good working relationships withexternal partners, vendors, contractors and otherstakeholders.
• Represents organizational policies and culture to staff.
• In coordination with Regional Governance Director maintaingood relations with Rwanda government authorities.
• Ensure timely submission of relevant reports to the Rwanda government authorities.

Additional Responsibilities (5%)

• Execute special projects and other duties as assigned by CWS/RSC Africa Leadership.
• Any other duties that may be assigned.

Qualifications:

Experience:

• A minimum of eight (8) years of relevant work experiencerequired.
• At least two (2) years of supervisory experience, with an international NGO in a similar position required.
• At least Two (2) years of work experience in an organization that adheres to US Government CFR 200 required.

Skills:

• Strong computer skills, in particular Microsoft Excel, Word,Outlook and Access required.
• Excellent organizational and time management skills
• Strong verbal and written English language skills.
• Working knowledge of Sage ERP System Working knowledgeof the 2 CFR 200
• Knowledge of Rwanda laws and customs preferred.

Education & Certifications:

• Bachelor’s degree in business administration, Public Administration, Strategic Management or a related field, or four (4) years additional work experience in a similar field required in lieu of a bachelor’s degree.
• Master’s degree preferred.

Abilities:

• Serve as a coach/mentor to staff.
• Supervise staff to ensure policies and procedures areimplemented and executed in accordance with guidelinesand standard operating procedures.
• Exercise good judgement and seek guidance as appropriatewhen confronted with unanticipated problems.
• Travel in sub-Saharan Africa on short notice and often underdifficult conditions to meet the demands of a dynamic program.
• Communicate effectively both verbally and in writing.
• Deal effectively and courteously with many associates, outside agencies, refugees, and members of the public.
• Conduct oneself in a professional and courteous manner torepresent the best interests of RSC Africa and CWS
• Maintain a high-performance standard with attention to detail.
• Carry out all the position’s duties efficiently and effectively with minimal supervision; Work independently and contribute to overall operations of RSC Africa.
• Take initiative in the development and completion ofprojects within the specified timeframe; Maintain strict confidentiality with RSC Africa administrative and operational information; Manage a large and diverseworkload under pressure with competing priorities.
• Work well as a team in a multi-cultural environment while maintaining a high level of motivation. Effectively manageRSC Africa’s resources; and
• Actively contribute to the successful implementation of the U.S. Refugee Admissions Program (USRAP)
• Actively participate in the implementation of the U.S. RefugeeAdmissions Program (USRAP).

Important Requirements: