National Project Co-Manager Jobs recruitment at Belgian development agency RWANDA November 2013

 

JOB VACANCY ANNOUNCEMENT

The Belgian development agency, BTC, mobilises its resources and its expertise to eliminate
poverty in the world. BTC contributes to the efforts of the international community and works
towards a society that provides present and future generations with sufficient resources to
build a sustainable and fair world.

Its staff members in Brussels and overseas embody the commitment of the Belgian State and
other development partners to international solidarity. They support more than 300
cooperation projects and programmes in some 20 countries in Africa, Asia and Latin America.
In view of the the further development of its activities BTC is currently looking for a (m/f):

National Project Co-Manager – RWANDA
Project: «Support to Strategic Approach to Capacity Building 2013-2017»
Ref.: RWA12 084 11

Location: Kigali-RWANDA
Duration of the contract: 54 months
Probable starting date: February 2014
Monthly gross salary package: between 2.457.976RWF and 3.137.844RWF depending on
the number of years of relevant experience.

Context of the Function

He/she works for BTC, under direct supervision of the Resident Representative of BTC in
Kigali, and in very close collaboration with an international expert in change management (the
BTC change co-manager, see page 63 of the project document). He/she co-manages the
project, with a focus on finance, procurement, HR, communication, risks, time and
coordination management while the BTC change co-manager co-manages the project’s
scope and quality.
This function requires a high degree of internal collaboration (with the BTC international
expert in change management, who is responsible for reaching the development results of the
project) and of external collaboration (with the NCBS part-time project manager, who is the
SPIU coordinator and the NCBS project coordinator, who is the SPIU program manager).
The project co-manager function is to be regarded as a support function both to the NCBS
project manager and project coordinator and the BTC change co-manager, while ensuring at
the same time the proper governance of the project. It entails an important aspect of
knowledge transfer and capacity building.

Key Roles and responsibilities

As the person responsible for quality assurance of procurement, financial management,
human resources management and administration processes, he/she will:
– Control all financial administration issues: solve problems, help improve procurement
and financial administration by developing tools, point out and correct errors and
problems, report any major problem to the authorizing officers.
– Ensure a correct, smooth and efficient organization of the financial administration;
– Organize regular meetings with financial and administrative staff, and ensure good
communication, information and cooperation within the financial administration team.
– Supervise compliance with legal and administrative procedures and guidelines; this
implies the he/she studies, checks and improves financial guidelines and procedures
of the Belgian Technical Co-operation and Ministry of Finance (for direct
management) in addition to the Rwandan regulations (for co-management), including
the Specific Agreement, the TFF, the BTC quality handbook and any guidelines
provided from Brussels or Rwandan legal texts.
– Ensure all instructions received from the representation or BTC headquarters are
correctly applied and followed and that the requests are met within the deadline.
– Propose updates to guidelines and system of all types of payments in project, esp.
allowances.
– Propose update Administrative and Financial Manual, and ensure communication of
new procedures to all admin/fin staff involved.
– Review (and approve) the periodic (monthly/quarterly/bi-annual) accountability returns
from implementing partners to ensure that they follow the regulations referred to in
the TFF and Project Financial and Operational Manual and meet international
accepted standards of public accountability ; and provide comments and advice in
improving these systems when required;
– Ensure that the projects narrative and financial reporting guidelines are adhered to
including the specified Monitoring and Evaluation processes
– Support the procurement process, contract management and supervision processes
– Ensure that human resources are legally managed according to Rwandan labor law,

Financial activity reporting

– Final responsibility for timely production of FIT statements; provide guidance and
supervision to the accountant who produces the FIT statements.
– Produce financial reports whenever requested following format laid out (e.g. for
steering committees), or develops customized formats for ad hoc reports (in excel).
– Oversee the making of electronic back-up of final versions of financial reports

Budgeting and financial planning

– Follow up and update of budget; Compare budget and planning with actual expenses;
provide monthly overview of budget balance to co-management and technical teams
– Financial short-and long term planning: overall, yearly and quarterly (in co-operation
with co-management and technical teams); monthly and weekly, in co-operation with
accountant.
– Overall management of bank and cash accounts, making cash calls on basis of the
financial planning.

Auditing, monitoring, consulting, training

– Audit and analyse project expenses monthly, report any inconsistencies or
irregularities.
– Control supporting accounting documents on quality and completeness, and follow up
on corrections by the accountant.
– Consult and monitor financial issues related to technical project components (e.g.
accountability of beneficiaries and institutions)
– Prepare and provide training on financial management for stakeholders
– Preparing and assisting internal and/or external financial audit mission

Communication management

– Ensure proper communication systems and procedures inside and outside the
project, in collaboration with people in charge of scope management

Risk management

– Manage project risks, by updating the risk follow-up table and ensuring that risk
mitigation actions are properly implemented

Coordination management

– Support the organization of the project steering committee, by updating the decision
follow-up table and following-up the implementation of the decisions

Profile

– Master in project management, public or business administration, finance, business economics or equivalent;
– Minimum 7 years experience in project management (financial management, project
administration, procurement, …);
– Minimum 3 years experience as project manager with an international organization or NGO, or government institution (management of a large/complex project – annual
budget of 1mio EUR or project team of at least 5 people or with a capacity building
component).
– Very good hands-on knowledge of excel and word is a must. Other programs
(Database, accounting programs) a strong advantage;
– Proficient in English, both written and oral, and in French (oral); knowledge of Kinyarwanda is an asset
– Good communicator and team player;
– Demonstrable evidence of having taken the role of coach and mentor in a project oriented organization
– Able to work under stressful conditions and not objecting to overtime and field
missions.

Interested?

Interested applicants fulfilling the above mentioned criteria are invited to submit their
application documents including detailed Curriculum Vitae, copies of notarized certificates,
motivation letters, names of three referees as well as their emails and telephone numbers to
Resident Representative, BTC Rwanda, 8,KN 47ST Kiyovu, P.o Box: 6089, Kigali, not later
than 25 November 2013 at 3:00pm. Submitted application documents will not be returned
For any additional questions, don’t hesitate to contact us by e-mail on aziza.kiminyana@btcctb.org.



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