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Tuesday, 2 June 2015

Administration & Finance Assistant

Posted By on Tuesday, June 02, 2015

The International Center for Tropical Agriculture (CIAT) – a member of the CGIAR Consortium ( – develops technologies, innovative methods, and new knowledge that better enable farmers, especially smallholders, to make agriculture competitive and profitable as well as sustainable and resilient. CIAT conducts research for development in tropical regions of Latin America, Africa, and Asia (
Position Summary

The Administration & Finance Assistant has the responsibility of providing administrative and financial support to CIAT projects in Rwanda. The position works very closely with the Project Coordinators in Rwanda; finance team as well as administration staff in the Nairobi regional office to ensure policies and procedures are adhered to in providing necessary backstopping for the Kigali office.  

Duties and Responsibilities 


  • Manage, review and respond to the internal and external communication flow.
  • Assist in procurement of office supplies and collating necessary documentation to support clearance and payment.
  • Make bookings and liaise with travel agents for tickets, assist in facilitating visa applications, arrange for airport transfers and hotel bookings for collaborators, visitors and regional CIAT staff.
  • Provide logistical support before and during conferences/workshops and prepare workshop reports when required.
  • Maintain records related to CIAT vehicle allocation and movement and liaise with the accounts assistant for chargeback to projects.
  • Coordinate and follow-up of service, maintenance and insurance of CIAT official vehicles.
  • Ensure common equipment (copier, water dispenser, etc.) are serviced as required and liaise with cleaning company to ensure office cleanliness is maintained.


  • Provide on-site support to researchers in the preparation of proposal budgets for onward review by the regional office
  • Support researchers in the preparation of meeting, workshop and field and survey budgets
  • Confirm budget availability before payments are approved by signatories and ensure proper controls in accordance with grant agreement
  • Support project audits by providing required support documentation
  • Support the review and revision of office shared cost distribution table
  • Petty Cash Management – Banking and timely capture of expenditures, support documentation and replenishment
  • Statutory deductions (income tax, social security, VAT, etc.) remittance and follow-up


  • Bachelor’s degree in Business Administration/Management with proven office management and basic budget management skills;
  • At least two (2) years of relevant work experience in a closely related field gained in an international organization;
  • Prior experience with donor funded projects
  • Good knowledge of rules, regulations and procedures of government and related agencies.
  • Good oral and communication skills with fluency in both English and French.
  • High level of computer skills, ability to handle complex financial and accounting systems including knowledge of one of the accounting software and ability to learn new applications quickly.
  • Strong ability to co-ordinate, prioritize and organize workload; take initiative and work under pressure.
  • Highly effective planning, organizational and multi-tasking skills with a positive attitude and a strong service orientation
  • Ability to work in a multi-cultural environment.

Terms of offer 
This is a temporary national position and will be for a period of six (6) months.


Applicants are invited to visit to submit their applications for this position. A cover letter illustrating the candidate’s suitability for the above position against the listed qualifications, competencies, skills together with a detailed curriculum vitae, including names and addresses of three referees knowledgeable about the candidate’s professional qualifications and work experience should be uploaded.

Closing date of applications: 4th June, 2015.

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