Finance and Administration Manager


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I. Position Information

Job Title:             Finance and Administration Manager

Location:             Kigali, with occasional travel in Rwanda

Reports to:         HPA Country Director

Staff reporting to this position:    Finance Officer, Finance Assistant      

II. about the Organization:

Health Poverty Action (HPA) is a UK based NGO working in 13 countries across Africa, Asia and Latin America. HPA’s vision is a world in which the poorest and most marginalized enjoy their right to health.

Health Poverty Action has been operational in Rwanda since 1998 and started its programming with the now highly popular Urunana radio soap opera.  In addition to this, Health Poverty Action has also been implementing other sexual and reproductive health focused projects and one project that supported local Civil Society Organizations to monitor the Rwanda’s Poverty Reduction Strategy Paper. Health Poverty Action has in the past 8 years expanded its programming focus to water and sanitation, education, youth sexual and reproductive health, and gender issues. Its approaches are highly participatory, using community-led approaches that lead to local ownership of initiatives.

III. Job Purpose

The Finance and Administration Manager (FAM) is responsible for managing all financial and administrative aspects of the HPA Programme in Rwanda. S/he will manage all compliance with the local legislation and donor requirements related to finance, administration and logistic matters, as well as all administrative duties related to the Programme.

Reporting directly to the Country Director, the FAM will work in close collaboration with the Programme Managers and Coordinators to oversee the prudent financial management of the Programme, and will be responsible for the specified areas of Finance and systems, administration and Information and communication technology.

IV. Functions / Key Results

Overall Programme Support      

  • Advise the Country Directoron all aspects of finance, human resources and administration
  • Ensure that the programme is efficient and complies with all local and organizational standards of management and accountability.
  • Develop cost effectiveness frameworks, and coordinate implementation of initiatives that will promote maximisation of impact from limited programme resources.
  • Design systems and tools that promote internal and external accountability in financial management and systems.
  • Influence innovative approaches to operations management in order to achieve organisational effectiveness.

  Financial Management:

  • Ensure that the bookkeeping practices follow generally accepted accounting standards.
  • Review monthly bank and cash reconciliation for approval by the Country Director.
  • Ensure adherence to the accounting procedures, systems and internal controls of HPA to ensure accountability, consistency and security.
  • Ensure that the financial requirements of the Rwanda programme are met by processing accounts receivable and payable accurately and within the required timeframe.
  • Process the monthly payroll for approval by the Country Director.
  • Ensure compliance to local regulations and governance requirements.
  • Prepare monthly reports highlighting variances for review by the Country Director and Programme Manager within the stipulated deadlines.
  • Prepare annual financial reports and, when required, audit schedules, and provide supportto internal and external auditors.
  • Lead in the annual budgeting process and provide support to the Programme Managers in the budget process, as well as in proposal writing.
  • Ensure that donor requirements, policies and procedures are met across the programme.
  • Closely monitor the donor reporting schedule and the programme business cycle to ensuretimely and accurate financial donor reports that are linked to narrative reports.
  • Ensure asset management is in line with organisational/donor requirements as well asgenerally accepted accounting principles.
  • Ensure audit trail from primary documentation to the accounting system for accurate and rapid donor reporting and general record keeping.
  • Establish and maintain good contacts with suppliers, banks, government offices, and others
  • Design and influence adoption by finance team of tools for management information andreporting purposes.
  • Advice, train and enforce compliance to mandatory procedures, and financial systems.


  • Provide administrative support to the day to day running of the Programme.
  • Support the Programme Logistic function in the management of supplies and purchases asper policies and procedures.
  • Oversee the appropriate use of the equipment and supplies for the programme.
  • Maintain appropriate office IT capacity, in accordance to the HPA policies and needs.
  • Effectively implement all information/data system necessary for the sound and transparentadministration.
  • Ensure that contracts are negotiated according to HPA policies and are presented in anagreed format for authorization.
  • Advise on ways of ensuring that effective administrative and office management systems arein place and functioning at all times

Training, Support and Advice

  • Effectively manage the Finance andAdministrative Departments and staff including providing coaching/training and on-going constructive feedback to ensure staff are continually improving;
  • Provide training and communication in relation to the policies and procedures to be followed by all staff on a regular basis;
  • Identify and assist in meeting the financial training needs of local staff.
  • Work with Programme Manager, project teams and partners, to set up accounting systems and procedures that are required by HPA.  Monitor work, highlighting any shortfalls and agree required management actions with relevant staff.

Person Specification


  • A degree or equivalent certificate in accountancy finance or a professional qualification from a recognized accountancy body;
  • Experience of international NGO finance, including knowledge of institutional donors (e.g. EC, DFID, USAID, etc);
  • Experience of leading a team in a busy finance department;
  • Good Excel and analytical skills;
  • Organized, methodical and able to work to deadlines under pressure;
  • Knowledge of financial software (Quickbooks);
  • Able to work effectively with limited resources, including managing working relationships remotely;
  • Excellent communication skills including ability to effectively communicate over Skype and email; and discuss finance with non-finance staff in simple everyday language.
  • Passionate commitment to HPA’s aims and objectives.


•     Experience of multiple donor funding (match/co- funding)

•     Flexibility with working hours

Application process

Interested applicants should send HPA application form no later than Friday 20th October,quoting RWA-FAO-OCT17 in the subject of the email,to or in person at the HPA office: Remera Controle Technique Road, opposite Amahoro Stadium, P.O. Box 4720, Kigali.

Application forms can be downloaded from HPA website:

Applications should preferably be submitted electronically to (and cc'd to ). Applications can also be submitted to the above address in person.

Late applications will not be considered.

How to apply: 

Job summary

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Accounting, Administration
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