Finance Specialist at ITM Africa Ltd

Job Description

JOB VACANCY

POSITION : Finance Specialist

Location : Kigali, Rwanda

ITM Africa Ltd,  an international company specializing in all HR solutions is assisting a client to recruit a  Finance Specialist

Purpose of role :

Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children. We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge. We have been building powerful partnerships for children for over 75 years, and are now active in more than 70 countries.Plan International Rwanda is implementing different Sponsorship and donor (institutions, corporate & foundations) funded projects in different parts of the country. The Grants Accountant will be responsible for maintaining financial, accounting and grant support services in order to meet the needs of the organization and the respective donors. This position is responsible for preparing financial statements, maintaining cash controls, providing financial reporting and analysis of budget and expenses. This position is also responsible for the operations of postaward grant administration (partner financial management) and related accounting duties. Working closely with the Programme teams, Programme Units, Grants and finance team, the Grants Accountant will focus heavily on financial management, budgeting, compliance, reporting and variance analysis functions.

The post holder will be based in the Country Office and will report to the Senior Grant Accountant. S/he will uphold Plan’s Core Values, promote our mission and vision, programme principles (transparency, gender equality and diversity) to enhance programme impact, and be committed to child protection and respect for human rights

What you will do :

Budget Management (25%)

• Coordinate, consolidate, and compile annual budget preparation and submit the organization’s budget to Senior Accountant for review
• Identify variances between actual and budgeted financial results at the end of each reporting period- Monthly and Quarterly
• Suggest spending improvements that increase the organization’s budget utilization.
• Review the organization’s budget for compliance with legal regulations Input all budgets into SAP and updates them regularly
• Update monthly budget and Latest Estimate of budget for use internally and at semi-annual performance reviews
• Perform grant-related post-award functions, including budget and expense analysis, periodic invoicing, financial reporting, personnel costs distribution changes, reconciliations, re-budgeting and grant closeout functions.
• Prepare and submit a realistic program support budget for the grants project under the role and support the program teams to prepare the projects budgets for the Financial year.
• Support the Finance Manager /Senior Grant Accountant/Project Manager in the consolidation of the Plan budgets for the financial year.

Financial Reporting and Analysis (20%)

• Analyse financial information (e.g. Funds, expenditures and cash management) to ensure all operations are within budget
• Prepare monthly budget versus actual report, in donor currency, for assigned projects and highlight variances to respective budget holders and advise on corrective actions that are necessary.
• Together with the respective Project Managers, prepare accurate financial reports on timely a basis
• Prepare monthly expenditure reports and discuss as necessary with the departments or budget holders
• Compile variance analysis report and commentary thereto on a monthly basis
• Prepare ad- hock reports to assist with management decisions as and when required
• Provide inputs for costing of projects or programmes
• Make annual review of programme costings
• Accrual – ensure all balances are still valid and not older than 3 months
• Prepayments – Perform and ensure only current contract are outstanding in the account
• Al Income Levels- all income being posted to both Grant and Finance Modules and are consistently reconciled
• Cost Apportionment – all support cost has been recharged to proper grants per Plan methodology

Country Finance Corporate Systems (SAP, BPC and BI Finance system specialist.)

(10%)

• Conduct financial analysis using SAP or any relevant country finance corporate systems
• Maintain an up-to-date accurate accounting system, including computer data entry and paper file system
• Ensure timely disbursement of funds to sub-recipients/partners, process liquidation of partner advances and reporting of the same

Internal Financial Controls (15%)

• Support the preparation of donor financial reports in respect to accounting, legal and contractual requirements
• Support the completion of country internal control audits and initiates actions necessary to correct internal control weaknesses
• Review all financial commitments, payments and transactions processed in the Finance System to ensure that they are accurate and comply with Plan procedures and donor requirements
• Perform any other related duties as assigned by immediate supervisor
• Post all journals for all grant funded projects in the Finance System.
• Prepare balance sheets accounts reconciliations and ensure timely resolution of reconciling items.
• Perform the bank reconciliations statements on monthly basis and ensure that unreconciled items are within 30 days
• Perform monthly review of vendor aging and GR-IR accounts to ensure that all vendors and invoices are settled on timely basis.
• Identify NRGRANTs and Dummies arising from posting errors in the Finance System and correct them before the close of each month.
• Ensure that all assigned grants funded projects are charged with correct fair share and apportioned costs.
• Review all financial commitments, payments and transactions processed in the Finance System to ensure that they are accurate and comply with Plan procedures and donor requirements

Other responsibilities (30%)

• Prepare, reconcile and remit quarterly VAT and Withholding tax returns on a timely basis on the assigned grant.
• Ensure that all advances are accurately processed, effectively followed-up and liquidations are reviewed and processed in Finance System on timely basis.
• Train project staff on Plan policies and procedures, Finance System, and financial accounting to CBOs and Partners to ensure compliance and improvement of their capacity.
• Staff Advances – ensure all staff advances have been reported – outstanding only Staff still travelling
• Ensure proper co-ordination with Sub-recipients /Sub-grants / local implementing partners and build their capacity where need be in assuring office risk is minimized due to noncompliance with Plan and donor regulations.
• Payroll accrual are all with posting date in the closing month and Termination and Post Employment amount are as per YE – Calculations (ex.C24)
• Perform physical verification of all Grants Assets at least once per year to ensure that all assets are accurately recorded.
• Maintain and manage archiving of financial documents to safe guard financial records and audit trails.
• Recharge Out – all supporting documentation shared with the receiving entity on a consistent basis
• Support in ensuring monthly payroll reconciliation between the Finance System, payroll and what was budgeted/ approved by the donor.
• Prepare Grants salaries info that is relevant to Grants projects and ensure cost recoveries are done

You will be a good fit if you have :

Education Qualification, Knowledge and Experience:

• University degree in Finance/ Accounting or another related field.
• CPA/ACCA Students; Intermediate or Part 2 completed is a must
• Well versed in computerised accounting applications.
• Thorough knowledge of finance processes, systems and principles.
• 3 years of experience working with INGO’s environment and good knowledge of
• sponsorship/donor programs.

Skills specific to the post:

• Strong analytical skills
• Strong facilitation and training skills
• Good administration and effective communication skills Ability to work and interact with others at all levels Strong planning and organizational skills
• Ability to manage and promote high performing teams Use of computer skills

Competencies and values:  

• Respect, integrity, diversity, commitment to excellence, adaptability, able to perform under stress, innovation, building relationships, communicating effectively, coaching and mentoring, developing and working in teams, initiating action, planning and organizing.
• Commitment to Plan International’s mission and values.
• Promote and abide by Plan policies and procedures including but not limited to: Gender equality
• mainstreaming, Child Protection Policy; Code of Conduct and the related mandatory
• reporting responsibilities.

Method of Application

Submit your CV and Application on Company Website : Click Here
Closing Date : 17th March, 2023.