Finance Specialist (FS)
Jobs at:National Council For Science And Technology(Ncst)
Deadline of this Job:
09 November 2022
Date Posted: Tuesday, November 01, 2022 , Base Salary: Not Disclosed
Finance Specialist (FS)
The Peace Corps is an independent U.S. Government agency that sends American volunteers around the world to aid countries to fulfill their development needs. The Peace Corps has programs in 65 countries with approximately 7,000 American volunteers of all ages and backgrounds.
The three goals of the Peace Corps are:
• To help the people of interested countries in meeting their needs for trained men and women;
• To help promote a better understanding of Americans on the part of peoples served;
• To help promote a better understanding of other people on the part of Americans.
Peace Corps originally opened its program in Rwanda in 1974, working for 20 years before closing its offices in 1994. It reopened its program in 2008 and Peace Corps Volunteers currently work in Health and TEFL Education, responding directly to the Government of Rwanda’s priorities. We are seeking an enthusiastic individual who is a team player and self-starter with moral integrity and a spirit of continuous improvement to fill this vacancy.
Under the supervision of the Deputy Director of Management and Operations (DDMO), the Financial Specialist (FS) provides financial and accounting technical assistance, training and oversight, and budgetary/reconciliation support to the Administrative Unit. Accountability for tasks such as establishing obligations, updating inventory data, vendor maintenance, processing collections, and ensuring VAT collection is expected with limited oversight and self-management. Projects requiring analytical thinking and advanced Excel skills will be routinely assigned to be prioritized and completed by the FS. The FS assists in procurement activities as assigned. The FS works with other members of the Finance Unit and also works closely with the Director of Management and Operations (DMO) and General Services Manager (GSM) on specific tasks and to process quarterly and annual reports. The FS serves as the back-up for the Administrative & HR specialist and the DDMO, as necessary. FS may also serve as Alternate Cashier when Cashier Class B is not in the Office for 4 or more consecutive days.
Duties And Responsibilities
• Assist the DDMO in preparing the annual appropriated Operating Plan, fully participate in budget reviews and analysis, fiscal year close-out, and other special budget reports, as necessary;
• FS prepares financial tracking tools to help establish Post Operational Plan (Budget) in accordance with Budget Overseas and Regional Office Guidance. Prior to the start of Quarter, FS performs Quarterly Budget Reviews, quantifies operational plan to advise on potential budget shortage/risk and advises DDMO and DMO on actions to be taken to ensure Post operations continuity.
Finance Management and Voucher EXAMINATION
• Prepares or oversees the preparation of all obligating documents, including commitments, obligations for - purchase orders, contracts, leases, purchase card requests, and other requirements and present said documents to the DMO or DDMO and CD for approval ensuring compliance with U.S. Government law and internal Peace Corps procedures.
• Enter all obligating information in Peace Corps accounting system, FORPost, ensuring correct fiscal coding and monitoring all allotments in the system in accordance with the approved operating budgets. Recommend obligation increases/decreases on an on-going basis and at the time of monthly reconciliation.
• Liaise with Vendors regarding payment mechanisms, timely receipt of invoices, and mitigation of problems that may arise. Enter vendor data in FORPost as required.
• Review invoices for accuracy (screen all vouchers for correct computation and completeness) prior to processing for payment and avoid duplicate payments;
• Prepare payment vouchers and impress fund disbursements, ensuring complete documentation, and entering the information in FORPost;
• Track invoices and open obligations to ensure that vendors are paid promptly and can identify when a payment is overdue;
• Establish and maintain necessary tracking systems for EFT payments, Send payment confirmation for payments made to vendors;
• Upload Non cashier Liquidations to the PC Rwanda Link and send a notification email to GAP.
• 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 a weekly basis;
• Complete required FS roles in the Sunflower inventory system including the entry of Bill of Materials data and other inventory related duties as assigned;
• Review and process travel vouchers;
• Prepare VAT reimbursement packages and monitor reimbursements on monthly basis;
• Assist DDMO with the preparation of financial reports;
Billing and Collections
• Serve as Billing and Collections manager: bill staff, volunteers, and vendors in a timely manner for amounts they owe to Peace Corps. Ensure that billing procedures and records are compliant with regulations and policies;
• Coordinates with the Cashier and Executive Assistant regarding payments of Bill of Collections (BOCs).
• Regularly monitors FOR Post Outstanding Collections report and ensures timely clearing of BOCs.
Alternate cashiering Duties
Having successfully completed alternate-cashiering training and successfully passing the requisite exams, the FS performs the function of alternate-cashier under the following terms and conditions:
• Accepts a cash advance that is set by the Director of Global Accounts Payable which must be securely kept in a Peace Corps approved cash safe. The FS is accountable to the Principal Class B Cashier for all funds advanced.
• Accepts personal liability for all funds advanced, and, in the event of loss, shortage, theft or overage, immediately reports all facts to the Country Director, The Director of Management & Operations and the Principal Class B Cashier.
• Makes payments up to a maximum of $250.00 payment. (Approximately RWF 250,000). Payments can only be made after requests have been approved by the Director of Management & Operations. FS ensures that all Peace Corps and State Department policies and procedures are adhered to in making payments for goods and services
• Maintains a log of advance received and all payments made, for unannounced verification by the Principal Class B Cashier.
In order to be selected for this position, the applicant must be legally eligible to work in Rwanda and must submit an application that clearly documents how they meet each of the following requirements:
• Education: A Bachelor’s Degree or its equivalent in accounting and/or finance.
• Professional Experience: Minimum of five (5) years of progressively responsible professional experience in accounting, cashiering or financial management with at least three (3) years professional experience in accounting and financial management with US Government (USG) donor funded projects or international programs is required.
• Language proficiency: Fluency (speaking, reading and writing ) in English and Kinyarwanda working knowledge
• Thorough knowledge and understanding of generally accepted accounting principles (GAAP) and procurement procedures and ability to interpret the complex regulations as well as in-depth knowledge and understanding of laws, regulations and procedures associated with international donor organizational financial operations, is required.
• Skills and abilities: The ability to work independently, high level of honesty and integrity; courtesy, promptness and deference to customers; time management, attention to detail and ability to maintain a well-organized office. Highly computer literate with advanced knowledge of MS Office – particularly MS Excel and an ability to generate complex financial spreadsheets. Strong communication and organizational skills. Must have the ability to work in a high volume productivity environment and handle issues promptly as required. Excellent interpersonal skills. The person must feel comfortable working collaboratively with colleagues from multicultural backgrounds.
• Knowledge of Peace Corps development philosophy and the role of Volunteers in development
Job Experience: No Requirements
Work Hours: 8
Level of Education: Bachelor Degree
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