Financial Management Specialist

Under the overall guidance and supervision of the Chief Finance Officer, the Financial Management Specialist will perform the following duties: 

• Support the project’s teams in preparing annual work plans for projects under SPIU. Prepare SPIU project’s annual cash plan on the basis of each project work plan. 
• In accordance with Government of Rwanda budgeting rules and regulations, as well as donor requirements, prepare annual budget estimates and revise budget estimates based on work plan/cash plan. Submit the budget estimates to donor and to NAEB Planning division for inclusion in NAEB annual action plan of the relevant year and follow-up for the release of approved budget. 
• Upload annual budget in IFMIS and prepare monthly monitoring reports comparing actual expenditure against the budget. Highlight weak performing areas for attention of NAEB management and Project manager. 
• Prepare annual and quarterly disbursement forecasts and reports for all components of the project in line with project’s procurement plan and Work Plan/Cash Plan.
• Prepare cash forecasts on quarterly basis in coordination with the project teams for submission to the donor for advance and replenishment of advance, once allowed. 
• Prepare and process withdrawal application in accordance with the donor’s disbursement guidelines. 
• Track funds and follow up with the Ministry of Finance, the National Bank of Rwanda and each project donors to ensure timely credit of funds into the project’s assignment account.
• Ensure compliance with internal rules and regulations (Operations Manual, SOPs and the donor's fiduciary guidelines etc.) and government rules and procedures while processing payments;
• Analyze, plan, design, implement, and monitor a system to augment internal controls in line with best practices in the process of payment and expenditure management;
• Apply pre-audit checks on all payments before payment from the assignment accounts including budget availability, approval by competent authority and compliance with applicable financial rules & regulations;
• Ensure that consultation and approval are obtained from the project donor for every payment that require it before processing any payment;
• Ensure that only eligible payments are forwarded for NAEB payment approval and drawing funds from the assignment account. 
• Manage financial aspects of the contracts under implementation, including payment terms, purchase orders and variation orders;
• Record all transactions timely and accurately in the books of accounts (both in Rwandan Francs and US$) and ensure that no expenditure remain unaccounted;
• Maintain accounts on cash basis as per government accounting procedure; 
• Oversee the process of entering transaction level data in IFMIS and generating vouchers from the system. 
• Ensure up-to-date maintenance of adequate registers, books of accounts and records in appropriate order and format to meet the government and donors’ requirements and to facilitate classification and analyzing the financial information for monitoring the project progress;
• Prepare supplementary record which provides timely and up-to- contracted suppliers and service providers.
• Prepare monthly bank reconciliation statements of assigned account both in Rwandan francs and US$;
• Reconcile the expenditure on government prescribed format with the office of Accountant General on regular basis;
• Be the payroll manager and process monthly payroll of project employees. Ensure proper payroll controls are applied and the payments are made directly in the Bank accounts;
• Prepare and process monthly payroll and submit to NAEB finance office for approval prior to making any payment under salaries;
• Ensure that the fixed assets records are maintained for the project identifying location and user of each asset and arrange for the annual and periodical inventory of the assets and updating of the records;
• Ensure safe custody of all financial records for review by donor’s supervision Missions, third party monitoring agents; and external & internal auditors;
• Financial Reporting
• Prepare quarterly financial summaries and submit to the CFO office and the donors in time for review and approval;
• Prepare annual financial statements as required and submit to the auditors as required following the close of the financial year;
• Prepare periodic financial reports specified under the financial management rules and regulations or as recommended by project donor 
• Ensure that all government financial reporting requirements are complied with Audit;
• Make arrangements for timely initiation and completion audit of projects and ensure that reports produced is in compliance with audit requirements of the Government and the donor requirements;
• Ensure that the project is adequately reflected in audit plan of internal auditors and that internal audit is periodically conducted in accordance with the internal audit plan;
• Co-operating with donor’s, Government and other partners to improve project financial management, particularly in terms of following up the action points agreed in the project legal documents, during the donor supervision missions, Aide Memoires and the recommendations of external auditors and internal auditors;
• Prepare and Monitor the receivables aging report for NAEB and proceed with debt recovery. 

• Proven organizational and inter-personal skills, and ability to work in a multi-cultural team environment 
• Ability to work under pressure and according to tight deadlines
• Excellent planning and management skills
• Excellent communication (written and oral), reporting and presentation skills
• Proficiency in spoken and written both Kinyarwanda and English, knowledge of French is an added advantage