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Friday, 12 December 2014

Finance Officer at PHL - Kigali Rwanda


Posted By on Friday, December 12, 2014

PHL is a limited liability company registered in Rwanda with the main objective to provide hotel premises, construct modern office facilities and other multipurpose structures in Rwanda.

PHL is therefore seeking the services of a highly skilled, self-motivated and experienced Finance Officer who should take up the position after signing the contract.

The below terms of reference describe duties and responsibilities of the Finance Officer. Under the supervision of the Resident Director, he/she will facilitate, maintain and oversee effective and efficient accounting and financial procedures for overall company management.

TERMS OF REFERENCE FOR THE FINANCE OFFICER


  •  Duties of the Finance Officer

The Finance Officer main tasks will include but are not limited to the following:

Financial Management:

  • Prepare and update regularly the financial and accounting procedures manual
  • Ensure that the financial activities are carried out in accordance with the rules, policies and procedures of the Company;
  • Initiate the design of accounting and data processing systems;
  • Establish tables of accounts, and assign entries to proper accounts;
  • Prepare, examine, and analyze accounting records, financial statements, and other financial reports to assess accuracy, completeness, and conformance to reporting and procedural standards;
  • Keep the accounting books according to the governing rules and regulations;
  • Conduct the bank accounts reconciliation on a monthly basis;
  • Verify the suppliers' invoices by ensuring completeness of supporting documentation and propose their payment mode by preparing the fund request for check or payment notes; Verify the accuracy of the Company's accounts debit and credit operations;
  • Compute taxes owed and prepare tax returns, ensuring compliance with payment, reporting and other tax requirements. Develop, implement, modify, and document recordkeeping and accounting systems, making use of current computer technology.
  • Represent clients before tax authorities and provide support during litigation involving financial issues.
  • Analyse and reconcile expenditure and revenue accounts including shareholder accounts
  • Organise end of year inventory
  • Survey operations to ascertain accounting needs and to recommend, develop, and maintain solutions to business and financial problems.
  • Appraise, evaluate, and inventory company's assets and equipment, recording information such as the description, value, and location of the asset.

Budgeting and Monitoring:
  • Develop cash-flow plans and monitor the bank cash position
  • Centralize information and prepare annual budget and action plan for the management;
  • Conduct the regular budget based expenditure level follow-up;
  • Prepare, monitor and review budget by collecting the data for cost and income analysis of the budget,
  • Monitor and review work program deliveries, performance indicators and proposing corrective actions of different contracts the Company is engaged in;
  • Consult with and advise management on current fiscal operations and long-term financial planning (analysis, interpretation & forecasting);
  • Analyze business operations, costs, revenues, financial commitments, and obligations, to project future revenues and expenses or to provide advice.
  • Develop, maintain, and analyze budgets, preparing periodic reports that compare budgeted costs to actual costs
  • Advise management about issues such as resource utilization, tax strategies, and the assumptions underlying budget forecasts. Monitors and review budgets and expenses,
  • Preparation and/or monitoring of monthly administrative budget/ actual expenses

Funds Management:
  • Overall funds management and control Company's sources of funds from Shareholders and other investors
  • Ensure sufficient liquidity on company's accounts and inform the management in case of scarce or excess liquidity to make necessary action;
  • Review of Shareholders and other Investors agreements

Financial Control:
  • Establish, implement and monitor controls to ensure proper usage of Company's funds in accordance with policies and procedures
  • Conduct the regular petty cash and bank inflows and outflows control, and provide the treasury position on a weekly basis; Establish a reliable and comprehensive filing system of Company financial documents;
  • Establish control systems over the Company's office financial transactions and business operations
  • Regular review of expenditures for accuracy, proper approval, and identification of expense categories
  • Regular review of business operations to identify and mitigate any financial and operational inherent risks
  • Review and monitoring of the Company's cost recovery and reimbursable activities
  • Work with the Management to ensure a strong control environment in the office, providing advice on control issues, and identifying areas for further strengthening

Contract Management

  • Draft contracts and monitor contract implementation including disbursements corresponding to account balances
  • Review and forward for approval all service providers invoices for payment
  • Initiate and maintain corporate arrangements with different service providers
  • Support and work closely with finance consultants of the company
  • Participate in the preparation of tender documents, assessment and assigning of contracts
  • Assist the Managing Director in evaluating potential transactions Monitor operational and financial performance of investment
  • Assisting the Managing Director to analyse service providers reports


Other tasks

  • Organise, participate and supervise annual financial audits
  • Review of Shareholders agreements and investors proposals
  • Prepare response draft letters concerning a clarification request made by the bidders on tender document and request for proposals;
  • Prepare response draft letters concerning bidder’s complaints on the tender process;
  • Ensure that all the contracts signed are systematically recorded in the system.
  • Draft financial related correspondences to shareholders and other stakeholders of the projects and represent the Company in finance working group meetings
  • Attending queries from lenders, commercial banks, contractors and suppliers on payments, balances and claims status
  • Undertake any other duties requested by the Managing Director.


Periodic Reports

  • Report on weekly position of funds in various bank accounts (both local and foreign currency) in relation to the Company operational disbursement
  • Develop monthly and quarterly cash-flow plans and monitor the banks cash position
  • Write a monthly and quarterly report of the activities carried out during that period;
  • Produce monthly bank and cash reconciliations and present monthly expenditure reports
  • Prepare and/or review of the monthly, quarterly and annual financial reports
  • Prepare the financial chapter of the Company periodical reports (quarterly and annual);
  • Organize financial documentation for financial audits and other audits missions organized by the Company or any other public institution.
  • Prepare annual financial statements
  • Prepare company's budget implementation reports on a regular basis.


Expected Outputs
He/she shall deliver the following outputs:
Annual financial statements and annual budget.
Monthly cash-flow plan, bank and cash reconciliation
Monthly, quarterly and annual financial reports
Monthly, quarterly and annual budget implementation reports
A comprehensive and reliable financial filing system and an updated database of: 1) Contracts awarded, 2) Record of all transactions with proper supporting documents, 3) financial implementation status by service provider, etc...

Administrative financial and accounting procedure manual

Updated Asset Register

Proper recording and keeping of all financial transactions;



Profile of the Finance Officer

Knowledge: the candidate must have proficient knowledge in the following areas: knowledge of financial government laws and regulations, knowledge of economic and accounting principles and practices and the analysis and reporting of financial data, knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures.

Skills: the candidate must demonstrate the following skills: excellent interpersonal skills, team building skills, analytical and problem solving skills, very effective organizational skills, effective written communications skills, computer skills including the ability to operate accounting software such as QUICKBOOKS or any other similar software, stress management skills, time management skills, critical thinking, judgment and decision making, systems analysis and evaluation, coordination, social perceptiveness, operations analysis and complex problem solving,

Personal Attributes: the candidate must maintain strict confidentiality in performing his/her duties. The incumbent must also demonstrate the following personal attributes: be honest and trustworthy, be respectful, possess cultural awareness and sensitivity, be flexible, and demonstrate sound work ethics

Education and experience required: the candidate should have at least a Bachelor's degree in Accounting, Finance or Management (A0) and a minimum of five (5) years' experience in a similar position.

The candidate should also meet the following criteria:



Be a Rwandese national,

Be enrolled for professional qualifications such as ACCA, CPA or equivalent with minimum part 2 level

Fluent in English and/or French and to have basic concepts in the other language. The mastering of both languages being an asset. To be ready to start the work immediately once recruited.

Less than 35 years.



Contents of applications

The job application letter accompanied by a detailed CV dated and signed by the Applicant with a recent passport photograph, certified copies of degree, certificates and service letters , the candidate's contacts (telephone and e-mail), names of three references and their contacts and the date of availability.

NOTE THAT ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED

Date of submission of applications

Complete applications should be submitted, to PHL, located in Immeuble Aigle Blanc, Boulevard de l'Umuganda, opposite the Ministry of Justice, underground floor; P.O Box 6845 Kigali, Tel : (250) 252570750, latest December 18, 2014 at 16h00 local time.

Date of commencement

The Finance Officer must be available immediately. He/She will start the job after the contract signing.



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