Finance and Administration Coordinator – Village Enterprise

Employer: Village Enterprise Fund

Industry: Nonprofit/International Development

Job Title: Finance and Administration Coordinator

Reports to: Uganda Finance and Administration Manager

Location: Rulindo District, Rwanda

Organization Description:

Village Enterprise is an innovative microenterprise development organization working in East Africa to reduce poverty with the following mission – “To end extreme poverty in rural Africa through entrepreneurship and innovation.” Village Enterprise provides business training, seed capital grants and mentoring to entrepreneurs living in extreme poverty.

Position Overview:

The Village Enterprise Finance and Administration Coordinator is a self-motivated, results-oriented person with a high level integrity and professionalism.   This person must have a strong accounting background, good attention to detail and the excellent collaboration skills.

Job Description:

Key Result Areas

• Support Village Enterprise program activities
• General finance operations and oversight
• Financial recording in NetSuite
• Audit related duties
• General administration activities
• Human resource support
• Safeguarding

Program Support

Ensure smooth implementation of the grant disbursement process, including organization of grant application forms, receipt generation, grant application review and proper filing after disbursements have been completed

Actively participate as part of the grant disbursement team

Provide support to the Programs Team in preparing grant disbursement documentation

General Finance Operations

• Prepare proper documentation for payments and file accordingly
• Responsible for proper handling of office petty cash and safe procedures, including uploading Daily Cash on Hand reports in Box
• Complete monthly reconciliations
• Liaise with the F&A Manager on financial planning, including compiling Weekly Planned Expenses
• Coordinate preparations for biweeklies and other office functions / activities
• Support development of annual operating budget for Rwanda
• Monitor operating expenditures as they compare to the annual budget
• Processing of monthly payroll including payment of statutory deductions
• Support preparation of monthly US wire requests for Rwanda
• Responsible for ensuring VE accounting policies are stringently followed and educate staff on these policies as required

NetSuite Financial Recording

• Enter daily transactions into NS and upload supporting documents to the transaction page or filing cabinet
• Perform monthly reviews of all NS transactions you have entered and make any required corrections prior to closing of the books
• Generate a monthly Budget vs Actual report and review with the Rwanda Country Manager

Audit Support

• Support the F&A Manager in executing Rwanda internal audits
• Act as the Rwanda team lead for the annual external audit
• Ensure compliance with document requests during the US audit process

General Administration

• Tracking of office equipment and associated documentation
• Manage and update the East Africa Asset Register
• Support the proper maintenance and upkeep of office equipment
• Schedule, manage and monitor the timely payment of all office bills
• Responsible for running office errands such as purchases of airtime, payment of bills, etc.
• Support the procurement process, certifying that VE is getting the best value for money on office related purchases

Human Resources

• Under the supervision of the Director of Talent Management provide human resource support including maintenance of employee files and personnel related documents
• Maintain the Village Enterprise HRMIS (human resource management information system) for Rwanda
• Act as an organizational resource around Rwanda employment law and labor regulations
  Support onboarding of new employees
• Administrate employee leave scheduling and documentation

Safeguarding

• Ensure compliance with Village Enterprise’ safeguarding policies
• Responsible for monitoring the dedicated safeguarding hotline in Rwanda and reporting any incidents for appropriate action and follow up
• Procurement of safeguarding stickers and support training around their use with Programs staff
• Prepare a monthly safeguarding report to be submitted to the Director of Talent Management

Qualifications

·         Bachelor Degree in accounting, business, finance or commerce from a recognized institution

·         Proficiency in cloud based software applications; experience with NetSuite preferred

·         Excellent Excel skills

·         A minimum of three (3) years’ work experience in a comparable role

·         Familiarity with a multi-cultural work environment desired

·         Proven ability to work independently and achieve results

Key competencies

·         High level of integrity and confidentiality

·         Positive and collaborative team member

·         Self-driven and highly motivated to deliver results within tight deadlines

·         Ability to work in a fast paced environment while maintaining a positive attitude

Interested and qualified candidates who meet the set criteria are invited to send their Cover Letter and CV (Maximum 3 pages) including 3 referees, salary history and expectation to: rwandajobs@villageenterprise.org addressed to:

The Human Resources Coordinator

Subject Line: ‘Finance and Administration Coordinator’

Applications should be received not later than Friday, 30th October 2020.