Summary
Date Posted: Monday, June 07, 2021 , Base Salary: Not Disclosed

JOB DETAILS:
Finance and Administration Officer
Rights-based Programme
Sexualized and gender-based violence Programme
The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. GIZ has worked in Rwanda for over 30 years. The primary objectives between the Government of Rwanda and the Federal Republic of Germany are poverty reduction and promotion of sustainable development. To achieve these objectives, GIZ Rwanda is active in the sectors of Decentralization and Good Governance, Economic Development and Employment Promotion, Energy and ICT (Information and Communications Technology).
The position is part of the Rights-based Program (RBP) and the Prevention of sexualized and gender-based violence Programme (SGBV). RBP is a project of GIZ Rwanda aiming to strengthen the organisational development of selected civil society organizations in Rwanda. The project provides technical advice, financial assistance and training to support its partners organisations.
GIZ Rwanda will implement the new SGBV project in Rwanda. The implementation is set to start in July 2021. This project will work in close collaboration with the Ministry of Gender and Family Promotion (MIGEPROF) and Rwandan civil society organisations.

The professional of administration and finance performs the following responsibilities and tasks for the following projects:
• Rights-based Programme
• Sexualized and gender-based violence Programme

Responsibilities:
• Ensures that financial and administrative regulations are complied with GIZ standard procedures
• Identifies relevant problems and issues and assisting in formulating implementation-oriented solutions
• Ensures good communication and flow of information within the project/programme and with the GIZ offices
• Representing the projects at GIZ Country Office and act as liaison person

Tasks
Administration
• Responsible for organising administrative and logistical aspects of project activities (organising meetings and workshops, preparation of letters and documents for the respective projects and other tasks related to project management)
• Procurement of office materials; monitoring the availability of accessories and stocks and carrying out procurement in accordance with guidelines
• Identifies needs for procurement within RBP and SGBV and prepares local and international procurement according to GIZ rules and regulations
• Checks all invoices to be paid through the project budgets
• Files all necessary documents for the projects according to GIZ guidelines physically and electronically
• Maintain an inventory for the office according to GIZ rules and guidelines
• Ensure that computers and software function properly
• Liaise with the GIZ Country Office on all admin, finance and contract related processes, strong collaboration with the respective finance managers in the projects

Finance and contract
• Responsible for cash based on the vouchers collected daily
• Reconcile the cash book and cash account daily
• Report any surplus or shortfall in cash
• Is involved in drawing up the annual internal controlling schedule and reports
• Process settlement of applications for the reimbursement of travel expenses
• Support the technical experts in the preparation of contracts, checking the contracts for completeness and checking of financial documents from consultants’/consulting firms; monitor the progress of the contracts and prepare invoices
• Filing documents in reference files or in DMS in line with GIZ’s filing rules
• Check vouchers and receipts of local subsidies, financial agreement contracts submitted by the partners to ensure the use of fund in accordance with GIZ Regulations.
• Request and follows approval of materially correctness
• Monitors receivables account and settle on due date and if necessary, prepares reminder letters to partners for any delay in submitting justifications
• Fills in local subsidies and consultants’ contracts requests form and submit all required documents to Country Office

Project management and other tasks
• Ensuring that all rules according to data protection are followed
• Strong cooperation with the data protection division in GIZ Headquarters
• Acting as the digital/IT focal point for the mentioned projects
• Taking on all other necessary tasks that might occur

Required qualifications, competences and experience
Qualifications and Professional experience:
• BA/BSc in business management with a focus on finance, purchasing or contract management or similar area
• Experience in the area of admin, finance, procurement and/or service contracts, including experience in project management
• Excellent written and spoken language skills in English; fluency in French is an asset.

Other knowledge, additional competences:
• Excellent and independent working knowledge of ITC technologies and computer applications (especially MS Office including outlook, word, excel, ppt, as well as MS Teams and internet)
• Excellent management and organisational skills; strong communication skills, being able to get a message transported to the point
• Persistent and focused on the tasks, but at the same time creative and open minded
• Willingness to upskill as required by the tasks to be performed

Job Experience: No Requirements

Work Hours: 8

Level of Education: Bachelor Degree

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Job application procedure
recruitment-rw@giz.de 

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