Finance and Administration Assistant

Position description

The Finance and Administration Assistant provide day-to-day financial, administrative, and operational support to the AWF Rwanda office, ensuring efficient office operations and compliance with organizational policies. Working closely with the Finance and Administration Officer and in coordination with the AWF headquarters Finance team, the role supports accurate financial data management, procurement processes, logistics coordination, and office administration. The position contributes to timely financial reporting, effective resource management, and the smooth implementation of conservation programs.

 

Key Responsibilities

 

Finance and Administration

• Assist with the day-to-day recording and processing of financial transactions.

• Prepare payment requests, payment vouchers, receipts, invoices, and other financial documents.
• Review financial documents to ensure that they are complete, accurate, properly authorized, and supported by appropriate documentation.
• Assist in processing payments to suppliers, service providers, staff, and other beneficiaries.
• Maintain office petty cash and expenses trail for timely monthly report generation to ensure monthly close deadlines are adhered to.
• Support the Finance Officer in monitoring cash balances and cash requirements.
• Assist in monitoring staff travel advances and ensuring that supporting documents are submitted on time.

• Support internal and external audits by retrieving financial records and related documentation.
• Review staff travel advance reports before input in AWF Accounting system
• Maintain an efficient filing system that allows easy access to documents
• Verify and check the monthly recording of the mileage and insert the data in AWF Accounting system
• Organize logistics programs such as travel arrangements, workshops and seminars

Procurement and Supply Chain Management

• In liaison with the supervisor and AWF HQ procurement team, support management and negotiation of program procurements, ensuring compliance with organizational policies and procedures.
• Maintain vendor records, ensure proper delivery of goods, and negotiate favorable terms and conditions for the program.
• Follow-up on invoices for payment with vendors for timely month close payment
• Receive and process staff travel advances in consultations with the AWF Country Director and follow up on reconciliations
• Review staff travel advance reports before input in AWF Accounting system
• Provide information and contact for AWF general enquiries about its operations and process queries that are beyond the capability of the office assistant and assist in arranging meetings within office premises
• Provide support in day-to-day front office management.
• Assist during the donor and statutory related audit
• Maintain an efficient filing system that allow easy access to documents.

 

Inventory and Asset Management

• Adequately manage inventory of office supplies and inventory in a timely manner
• Receiving daily mail, sort them by priority and take appropriate actions.
• Participate in meetings, workshops, conferences and writing reports if needed.
• Verify and check the monthly recording of the mileage and insert the data in AWF accounting system "Netsuite"
• Any other relevant duties assigned by Supervisor.

Qualifications

• Bachelor’s Degree in Finance, Business Administration, Accounting or related
• Book keeping qualification, CPA qualification preferred
• Office Administration (logistics and procurement)
• At least 1-2 years working experience in areas of accounting and office administration
• Office Administration (logistics and procurement)
• Proficiency in the use of computers, especially Microsoft Excel and word and accounting data bases
• Familiarization with government regulations (Income tax, VAT and duty requirements.
• Proactive nature of problem solving.
• Self-driven with high attention to detail and ability to meet strict deadlines.
• Ability to manage multiple tasks and prioritization.
• Excellent interpersonal skills.
• Excellent verbal and written communication skills.
• Excellent organizational aptitude and coordinating ability.
• Ability to assess and react appropriately to changing circumstances.
• Ability to work as part of a team in a multicultural environment.
• Ability to take initiative and to work independently with minimal supervision.
• Willingness to travel, sometimes to remote areas.
• Must be flexible, culturally sensitive, and exude a “team” attitude.
• Strong interest in and understanding conservation.
• Commitment to AWF and its mission.

Application instructions

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