Finance & Administration officer

Contract

This is a UNV International Specialist contract. This kind of contract is known as International UN Volunteer. It is normally internationally recruited only. More about UNV International Specialist contracts.

The UNV will support in the role of the Finance and Administration Officer and will be responsible for establishing and maintaining efficient accounting and administration systems and procedures to support the smooth running of the YCA Hub operations. This position also oversees certain administrative functions related to human resources, office supplies, equipment, vendor relationships, office lease management and so on. The Finance & Administration Officer will be based at the YCA Secretariat.

Under the direct supervision of the Executive Director of the YCA Hub the International UN Volunteer will undertake the following tasks: • Manage the day-to-day finance, administrative and logistic resources of the YCA Hub Secretariat. • Under the guidance of the Executive Director ensure financial systems and controls are in place within the office • Administer and reconcile petty cash and respond to routine inquiries related to accounting and finances and lead the preparation of the monthly financial reports. • Be a liaison between YCA HUB, MINIYOUTH, and UNDP in reviewing and reporting on funds and other financial matters or vendor payments • Develop financial policies and system and provide training to new staff on finance, accounting, and administrative systems • Oversee office supplies: ordering, inventory, and maintain office leases and amendments, • Maintain accessible and organized documentations and records, vendor and personnel files, copies of invoices compliant with YCA Hub requirements. • Oversee appointments and administrative formalities concerning meetings, workshops, trainings etc. • Manage travel arrangements (car rental, flight tickets, accommodations, etc.); book staff travel, conferences and training where required • Assist with preparation for annual independent audits • Reporting to donors as per agreed financial reporting requirements. • Assist program staff to conduct budget reviews and financial analysis of programmes • Supervise back-office operations including management and administration. • Prepare reports required by regulatory agencies and for the annual audits (internal and external) • Prepare monthly management accounts and perform general ledger reconciliations • Other duties as assigned.

Furthermore, UN Volunteers are required to: • Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; • Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities; • Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; • Assist with the UNV Buddy Programme for newly arrived UN Volunteers; • Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Results/Expected Outputs:

• Perform broad range of activities to support the creation of the YCA Hub including Finance, HR, Admin, Logistics, and Procurement functions. • Administer and execute financial processes and transactions. • Develop financial policies and system and provide training to new staff on finance, accounting, and administrative systems. • Prepare reports required by regulatory agencies and for the annual audits (internal and external)

☒ Accountability ☒ Adaptability and Flexibility ☒ Client Orientation ☒ Commitment and Motivation ☒ Communication ☒ Judgement and Decision-making ☒ Planning and Organizing ☒ Professionalism ☒ Working in Teams

• Usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web-based accounting systems.

Other Skills: • Ability to organize and complete multiple tasks by establishing priorities; • Ability to administer and execute financial processes and transactions; • Ability to manage data, documents, correspondence and reports information and workflow.

Kigali, the capital of Rwanda, has undergone an incredible period of rejuvenation and stability that is clearly visible the moment you step out into this beautiful city.

Concerning transport, even though motorcycle taxis are not recommended, they are the fastest way to get around this metropolis. Helmets are provided, but it is better to have your own helmet. You can also take a standard taxi. Those with a yellow stripe will be run by individuals, while the majority will belong to either Kigali Taxi Service (3122) or Kigali Airport Taxis (476586). Public transportation is the cheapest way to get around Kigali, and many of the buses are new and well-maintained. You can also take these buses farther afield; expect to pay a fare based on distance. Transport prepaid cards are available for passengers at each bus station, and you can load a minimum amount of two hundred Rwandan francs (200RWF). If public transport isn’t your style, cars are available for rent or purchase in Kigali. Major investment has been made in infrastructure, including roads, and congestion in this city has never been particularly bad.

Accommodations are found easily and at the relevant standards and recreation infrastructures (swimming pools, aerobics, etc…) can be found in the various places.

Shops and markets are available with necessary items including imported goods, home furnishings and electrical appliances and vehicles spare parts.

Public and private health facilities are available in Kigali and some of them such as King Faisal Hospital, Legacy Clinic, Hôpital la Croix du Sud, etc …work with CIGNA insurance. The above Hospitals have necessary health equipment; ambulances, adequate health services and can handle any emergency.

Kigali is an exceptionally safe city. However, in case of emergency, there are several emergency numbers in Kigali, so be sure to know which to call. You can reach the police on a special line by dialling 999. Fire fighters can be reached at 111 and the emergency services are at 112. If you have or see a traffic accident, call 113.