Finance & Operations Cooordinator

• Do you want to do work that really matters? Help us end avoidable blindness
• Full time, Permanent Role based in Kigali, Rwanda
• Closing Date: 28th November 2022

ABOUT THE FRED HOLLOWS FOUNDATION

The Fred Hollows Foundation is an international development organisation working to prevent blindness and restore sight. This year marks The Foundation’s 30th anniversary of carrying on the legacy of Professor Fred Hollows, who believed every person had the right to quality eye care, no matter where they live. The Foundation is known around the world as an organisation that works with purpose and determination. With a reputation for excellence, we are well known for making change happen.

The Foundation has grown to work in more than 25+ countries throughout Africa, South Asia, Southeast Asia, the Middle East and the Pacific, as well as Australia. The Foundation has restored sight to more than 3 million people worldwide. We have an ambitious five-year strategic plan that aims to take us even closer to realising our vision of a world in which no person is needlessly blind, or vision impaired and Indigenous Australians exercise their right to sight and good health.

We are also proud to announce we were awarded the Employer of Choice Award (Public Sector and NFP) at the 2022 Australian HR Awards. The Foundation is also endorsed and in partnership with The Life You Can Save.

To find out more about our work, please visit our website https://www.hollows.org

ABOUT YOU

To be successful in this role you will have solid knowledge of financial accounting systems. You will also be expected to possess high level communication, consultative and interpersonal and skills with a demonstrated ability to work collaboratively with relevant stakeholders at strategic and operational levels. You will also have amazing work ethic, know that follow-through is everything, and thrive on handling a variety of responsibilities and readily adapt to unforeseen operations and administrative needs.

THE OPPORTUNITY

The Finance & Operations Coordinator – Rwanda is accountable for general office and financial administration functions of the country office. The position is the coordination point between the global business operations team, the country support network (CSN) team, Cluster team and the local country team. It is also the first point of contact for internal and external guests and visitors to the office.

KEY RESPONSIBILITIES

The Finance & Operations Coordinator will own the outcomes of:

• Finance Reporting and Administration: Coordinate the development of the Fred Hollows Foundation Rwanda (FHFR) budgeting process, quarterly review performance to budgets, reliable forecasts to support the program objectives of FHFR. Take lead during the quarterly budget reflection meeting and the resultant workplan figures Implementing appropriate financial policies and procedures for FHFR aligning them to the FHF Finance Manual and local statutory regulations. Support in establishing a strong internal control environment in the Rwanda Office. Prepare and process requisitions for the country team in iPOS (purchasing module) to ensure timely payment of invoices, manage petty cash, and attend the bank as required. Oversee the use of financial management and donor reports and program data analysis to inform decisions on value for money and identify new strategies for remedy. Coordinate and oversee planned financial monitoring schedule and timely donor and statutory audits. Hold periodic reviews on program and operations expenditure against approved budgets with the relevant teams for decision making and follow up on actionable variances.
• Office Management: oversee the efficient running of the country office including (but not limited to): proper storage of financial and non-financial data, implement strict adherence to the supplier database, fire and health and safety compliance, collection of the mail, management of meeting rooms and AV gear, kitchen rosters, purchase and restock office supplies including first aid kit, IT equipment, stationery, furnishings etc. Act as liaison with global Business Services team for local office requirements and manage local service providers including landlord, cleaners, internet, utilities, security services etc. Provide induction for new staff on local office requirements including being the liaison to ensure all business operations requirements are fulfilled such as the procurement and set-up of computer and helping them to understand local and global processes and systems. Act as the first aid officer for the country team.
• Travel & Security Coordination: Reception of local and international visitors to the office, provide security briefing and ensure security manual remains up to date. Coordinate logistics, travel and accommodation for country team, visitors and meetings including, but not limited to, visas, medical and other travel documents for travelers leaving or entering the country. Ensure incident reports are completed and submitted in a timely manner. Manage vehicles, leases and repairs, car hire and drivers as required.
• Administrative Support: Oversee the efficient running of the country office including (but not limited to) coordination of procurement functions to ensure appropriate suppliers and vendors successfully fulfill the needs of FHF and partners through the provision of goods and services in line with FHF standards of governance. Assist with operational reports and updating of policies in line with FHF standards. Provide administrative support for the local team including the compilation of internal reports such as risk and ensure their timely submission. Liaise with and assist the global IT service desk to fulfil local IT support needs for the office and staff.
• Collaboration: Work with the Cluster and Country Support Network Teams to enhance implementation of the Rwanda projects adhering to internal control systems and the global policies and procedures. Work closely with the program team to provide financial management support to the partners working with FHFR.
• Maintain good relationships: With staff, volunteers, visitors and providers to ensure efficient running of the office.
• Integrity-Act with high level of integrity in both professional and personal undertakings.
• Other tasks as requested by your line manager.

WHAT YOU’LL NEED TO SUCCEED

• At least 5 years working experience in a similar role within a recognized NGO.
• Experience dealing with an English-speaking head office and matrix reporting environment.
• Grant management and donor funded reporting experience.
• Experience and expertise in working with partners.
• Sound knowledge of current legislation and regulatory requirements relevant to INGOs in Rwanda
• Good knowledge of procurement processes and internal control systems.
• High level of computer literacy with sound knowledge of financial accounting software and spreadsheet packages
• Solid knowledge of accounting principles, financial systems, budget/cash-flow monitoring and internal accounting controls.

How we recognise your contribution

Through our internal programs and employee benefits we aim to create an environment where you will feel supported and empowered. Whether your focus is on continuous learning, professional development or finding an environment which enables you to thrive while balancing family or personal commitments, we have a range of programs in place to support you.

To find out more about our benefits click here