Finance and Administrative Assistant

Job Title:       Finance and Administrative Assistant

Job Grade:          KT 5        

Unit of Service:      Finance, Human Resource, and Administration

Reports To:              Finance Manager

Supervision:            None

Employment Category:         3 Year Contract

Purpose of the Job

To ensure preparation of proper, accurate, and timely financial records necessary for enhancing decision making at Kilimo Trust and managing the general administration function for the Country Office.

Responsibilities:

a)      Finance & Accounting

i)        Preparation of project budgets in consultations with the technical team, adherence to all donor’s financial management guidelines, financial reporting to the donor on a quarterly basis, and preparations for institutional and project audits.

ii)      Preparation of monthly bank reconciliations on the 3^rd day of the subsequent month.

iii)    Preparation of monthly reconciliation of all supplier and service provider records by the 5^th of every new month.

iv)    Preparation of accurate monthly, quarterly, and annual Kilimo Trust financial reports by 7^th following the end of the period.

v)      Prepare project monthly financial reports to the funders as per the relevant grant agreements by not later than 5^th following the end of the month.

vi)    Prepare draft annual financial statements and support internal and external audit processes.

vii)  Ensure timely invoicing, collection of debts, and depositing of cash.

viii)Prepare, process, and submit tax and other statutory payments and returns on time.

ix)    Properly check all payments to Service Providers and staff in line with the laid down procedures of the Trust.

x)      Prepare and maintain payrolls and ensure salaries and statutory deductions are paid on time and entries made into the accounting system.

xi)    Maintain Petty Cash Float 

xii)  Review travel advance requisitions, expense claims, and travel accountabilities submitted by staff.

xiii)Ensure that travel accountability are fully checked and forwarded for authorization within three (3) days of receipt

xiv) Preparation of journals for approval by the Finance Manager

xv)   Ensure adherence to Kilimo Trust internal controls and laid down procedure.

xvi) Prepare invoices to service customers and ensure they are received on a timely basis

xvii) Management and updating of the Trust asset register monthly.

xviii) Effectively supervise the staff under your unit by making them accountable and ensuring they deliver quality and timely results.

Administration:

b)     Front Office management

i)        Maintain the general filing system and file all correspondence (Service Providers, Administration and Projects)

ii)      Respond to public inquiries

iii)    Enhance the corporate image of Kilimo Trust through proper organization of the front office desk and office surroundings.

c)      General Administration

i)        Coordinating travel logistics for staff

ii)      Coordinate the procurement of goods and services while ensuring value for money

iii)    Prepare correspondences, memos to staff in relation to the office operations.

iv)    Prepare budgets for administration related activities and assist in monitoring it to ensure no over-expenditures

v)      Responsible for organizing events and making relevant logistical arrangements

d)     Basic IT Support

i)        Responsible for receiving all IT related issues and forwarding them to the respective Service Providers

ii)      Maintain a database of all IT problems and ensure they are successfully completed/ solved and closed in time by the Service Provider.

Educational Qualifications and Experience Required

a)      A graduate with a bachelor’s degree in accounting, business, finance or other relevant disciplines

b)      A professional accounting qualification such as CPA or ACCA. is a Must

c)      A minimum of three years’ experience in an Accounting, Finance or Audit environment

d)      Ability to Speak and write English, French, and Kinyarwanda very well

e)      Must have scored the equivalent of B in Mathematics at O’Level.     

How to Apply

If you are the right candidate, please send your application letter plus the following:

• An up-to-date CV, highlighting relevant skills and experience (presented in relation to each of the Responsibilities and each of the experience areas listed above).
• The names and contacts of three referees, and a daytime contact telephone number of each of them.
• Copies of Academic Certificate and Transcripts for O’ level, A’ level – where applicable, Under-Graduate and Post-Graduate qualifications
• The names and contacts of your immediate supervisor(s) in the current job and two of your immediate previous jobs.
• Your daytime contact telephone number; and
• A statement and proof of current remuneration package

How to apply:

Note: Please send all documents in one document by using the “Apply for this job” button below

Address all applications to The Human Resource & Administration Manager, Kilimo Trust.

Deadline for application: Monday, June 29, 2020.

Only shortlisted candidates will be contacted