Project Administrator

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Average: 3.5 (89 votes)

About SNV

SNV is a not-for-profit international development organization. We have built a long-term, local presence in 38 developing nations in Asia, Africa, and Latin America, providing innovative solutions in Agriculture, Water, Sanitation and Hygiene, and Renewable Energy. SNV has been working in Rwanda for more than 35 years to improve people’s livelihoods by strengthening the capacities of public and private sector organisations. SNV works in full alignment with Rwanda’s development agenda. It does so by helping to realize the national development goals in three sectors above mentioned.

VACANCY ANNOUNCEMENT

Are you interested in joining an Organisation with a long term commitment to fighting poverty? Would you like to work in a challenging environment and develop an international career focused on demonstrating shared core values that achieve results?

SNV Rwanda is looking for an:

Project Administrator

Based in Kigali, Rwanda

HortInvest /National Contract

Position Summary

Reporting to the HortInvest Project Manager, the Project Administrator is responsible for coordinating and arranging all HortInvest logistical and procurement actions working in close coordination with the PM and the technical advisors. S/he will also Collect, record (financial) data into systems, analyse, take appropriate actions in case of deviations, prepare the financial reports for project related data to the donor and to SNV according the donor- and SNV project management- , accounting- and control framework policies and procedures to ensure full administrative compliance, data accessibility and accurate insights at any time for HortInvest Project

Main duties and responsibilities:

1.    Finance project administration support

  • Record project financial transactions according to instructions of Project Manager, project management procedures and SNV accounting procedures, into the SNV financial administration system and identify and address any bottlenecks in processing
  • Monitor if all financial transactions are done according to donor and SNV authorizations and procedures, especially the procurement regulations
  • Follow up on project related receipts and payments, reconcile bank balances, prepare financial transactions and manage liquidity levels of the project, based on guidelines of the Donor, Finance manager and SNV accounting procedures and internal control frameworks
  • Take care of petty cash and supplier payment in case project is based outside the SNV field office
  • Review and check data, time and costs booked to the project according to the project management and financial procedures, check periodically (weekly and monthly) together with Project Manager the administration and corrects errors if needed
  • Support the Project Manager in timely, complete and correct financial donor reporting and in preparing budget revisions for donor according to donor guidelines and compliant to the project management and financial procedures
  • Support Project Manager in providing monthly feedback to Finance manager concerning cost and time booked to the project, forecasts and explanations of general deviations 

2.    Logistics and Procurement;

  • Assists the PM in the identification and purchase of required equipment and other items ensuring compliance with SNV’s and EKN’s procedures and systems. This includes securing and preparing supporting documents (e.g. quotations, invoices, selection Memos, bid matrices etc.) for review by PM and to document each procurement action.
  • Ensures appropriate storage and distribution of equipment and other items/supplies.
  • Develops and maintains an updated and accessible filing record for all procurement activities.
  • Drafts and coordinates daily vehicle usage plans.
  • Periodically completes and maintains project inventory as required by SNV’s and EKN’s rules and regulations.
  • Ensures that staffs have required items/equipment/supplies to perform their work. This includes providing staff with working equipment, office supplies and other items as required.
  • Works with the PM and the Technical Advisors to coordinate (a) all staff in-country travel arrangements, ensuring timely completion and approval of required forms; and (b) Home Office staff and all consultants’ activities such as accommodation, transportation, agendas, scheduling meetings, field trips, site visits etc. and maintains an updated database of all consultancies and reports.

3.    Program Support;

  • Arranges trainings and events in Kigali and the six target districts, ensuring SNV and EKN branding and marking requirements are met. This includes working with (a) the PM to ensure that facilities, supplies, presentations, invitations, etc. are prepared for events; (b) the Technical Advisors to prepare, organize, compile and distribute training and workshops materials, and other documentation as needed; and (c) key stakeholders to ensure that presentations are completed on time, proofed and standardized. 
  • Works with the PM to monitor the execution of HortInvest annual work plan and with the FO to monitor budget depletion and accurate time writings.
  • Works with the Monitoring, Evaluation, & Communications (MEC) officer to complete data entry and other tasks supporting program Monitoring and Evaluation.
  • Works with the HortInvest team members to coordinate internal and external meetings and makes appropriate scheduling arrangements.
  • Works with the COP to participate in meetings and briefings with key project stakeholders and partners, and provide records of these meetings as needed. Follows up on decisions and recommendations made in such meetings to ensure that actions are taken.

4.     Finance and Administrative Tasks;

  • Record project financial transactions, prepare and check monthly, quarterly and annual financial accounts, forecasts and project depletion for the project and submit to Finance Manager , follow up on project related receipts and payments, reconcile bank balances and manage liquidity levels of the project , based on guidelines of the Finance manager and financial procedures.
  • Take care of supplier payments
  • Develops a correspondence log to track and control all incoming and outgoing correspondence.
  • Establishes and maintains tracking system of key stakeholders directly involved in project execution. This system will include basic information on the institutions (mandates and structures) and other necessary data.
  • Maintains a list of contacts including names, telephone numbers, e-mail, and addresses of all key stakeholders and partners supporting program implementation.
  • Prepares correspondence (letters, memorandums, etc.) as needed.
  • Completes any other tasks as assigned.

5.    Candidate Profile

  • Well-seasoned level of financial professional, with experience in Finance and full understanding of the core processes
  • Financial degree in accounting or Finance qualifications
  • At least 5 years in finances and administration responsibilities for an international organization or private institutions;
  • Demonstrated knowledge and understanding of donor regulations and compliance issues related to management of donor funds,
  • Experience in Grant accounting/management
  • Proven experience in risk management;
  • Excellent communication and organization skills.

Knowledge, Technical expertise and Abilities:

  • Well grounded, well-seasoned financial professional, with full understanding of the core processes
  • Academic qualification - MBA or MSc. Finance or related field
  • Ability to establish and maintain working relations in a multi-cultural environment with high sensitivity and respect for cultural diversity.
  • Attention to details, preciseness in the execution of tasks, solution-oriented working approach and negotiation.
  • Language requirements: Very Good command of English.
  • Computer Skills: Proficiency /Knowledge of Microsoft Office and skill in the use of Excel, including complex/compound spreadsheets and other accounting package is essential.

Contract duration

1 year– with possibility of extension

Expected Start Date: As soon as possible

HOW TO APPLY

If you believe that your credentials meet the outlined profile, we invite you to directly summit your motivation letter and CV (both in English) to the Country Director of SNV Rwanda by email to snvrwanda.recruitment@gmail.com by the 26th January, 2018

NB: Only shortlisted will be contacted

Please send your application letter and CV that contains three referees as you apply with position title as subject.

How to apply: 

Job summary

This job has been viewed 1,665 times
Location:
Kigali
Rwanda
Sector:
Accounting, Administration, Finance and investment, Other
Education level:
Bachelor
Desired experience:
Senior (5+ years of experience)
Contrat type:
Full-time
Apply before:
26-01-2018
Number of positions:
1

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