FINANCE AND ADMINISTRATION OFFICER

Job Opportunity – Finance and Administration Officer

WHY CHOOSE IGCP

The International Gorilla Conservation Programme is a unique coalition of Conservation International (CI), Fauna & Flora International (FFI) and World Wildlife Fund (WWF). IGCP operates in the three countries that share the habitat of the mountain gorillas; Democratic Republic of Congo (DRC), Rwanda and Uganda, and works in close partnership with the Protected Area Authorities of the three countries (Rwanda Development Board, RDB in Rwanda; Institute Congolais pour la Conservation de la Nature, ICCN in DRC; Uganda Wildlife Authority, UWA in Uganda) and the umbrella mechanism for transboundary collaboration through the Greater Virunga Transboundary Collaboration (GVTC).

JOB SPECIFICATION

Position: Finance and Administration OfficerDuty Station: Musanze, RwandaContract type: Fixed Term ContractReports: Chief Finance Officer

MAJOR FUNCTIONS

To develop and maintain sound finance and administration systems to ensure compliance to IGCP and donor-specific policy and procedure as well as country-specific labor and tax laws at country branch level. The position covers all aspects of financial management and administration including accounting, budget preparation, financial reporting, assets management, internal control and logistics.

The Finance and Administration Officer reports to Head of Financeand will be based at the Musanze Office – Northern province - Rwanda with possibilities of travelling to Kigali or other places where IGCP operates to ensuring internal structures and systems are consistent with IGCP financial systems and reporting requirements.

MAJOR DUTIES AND RESPONSIBILITIES

Cash management:

Check budget balances and inform the budget managers prior to expense approvalMaintain branch office petty cash and ensure safe custody of the cash box and cheque booksProcess cash account at the close of every month end and prepare petty cash certificateRecord cash income received, raise payment vouchers, journals, verify expenses and record them in Sun SystemReview incomes and withdrawals and produce a summary of bank account and cash balancesBook all creditor invoices and arrange for timely paymentsComplete all bank account reconciliation formats

Salary administration:

Prepare and input salary journal into Sun SystemReview staff salaries account control and reconcile accountsReview status of tax due (PAYE, NSSF, tax withheld) and produce corresponding reportEnsure timely submission of payroll related returns and payment of dues as stipulated in the specific country regulations.

Donor reporting, compliance and storage:

Ensure compliance with donor-specific terms and conditions and grant reporting, including monthly, grant, and year-end financial closingEnsure adherence to IGCP finance and administration policy and procedures and country-specific tax and labor laws in the country of operationEnsure accurate filing of all financial documents with proper backup systemsEnsure adherence to and application of anti-fraud and corruption measures of IGCP

Vehicle management and travel:

Manage and administer fuel couponsCollect and record vehicle mileage log sheets on weekly basisReview vehicle fuel consumption and produce monthly reportCoordinate vehicle and equipment repairsOversee disbursement of travel advances and validate travel expense reports from staffReview the staff travel advance accounts and produce a reportOrganize flights and hotel booking for IGCP staff and visitors

Asset Management:

Overall responsible for maintenance and recording of all branch office facilities and assetsReview tags for all new assets acquired and produce monthly reportSupport procurement processes in accordance with IGCP policy and donor requirementsPrepare and ensure review of purchase orders and contractsCapitalization of new asset being purchasedDecapitalization when asset disposals are doneManage asset management software systemProcess depreciation journal for all IGCP assetsPrepare annual comprehensive asset list for presentation to external auditorsCoordinate all insurance renewals

Working Relationships:

Internal: Whereas the FAO formally reports to the Country Branch Representative, the functional link to the CFO remains essential to ensure coordination and alignment with other country branch offices of IGCP. The FAO will also assist the Head of Human Resource in ensuring compliance with all human resource policies at branch levelExternal: The Finance and Administration Officer will be in regular contact with suppliers and partners IGCP and is expected to maintain the high values of the program at all times

Travel:

To perform the duties of this position, the staff will from time to time be required to travel to project sites to verify assets and expenses and for data recording. Travel is expected approximately 25% of the timeThis job description covers the main tasks and conveys the spirit of the sort of t…