Temporary Finance & Administrative Assistant

Job Title Temporary Finance & Administrative Assistant (01) Reports To Finance & Admin Assistant Direct Reports None Type Three Months Duty Station Kigali

• Rwanda Purpose of the Job The purpose of the Finance & Admin Intern role is to provide support to the Finance & Admin Unit while gaining practical experience in financial operations, reporting, and analysis. Specific Responsibilities Accounting and Finance: Assist in assembling and preliminary checking of payment requisitions/invoices and other documents. Support in the preparation of payment vouchers and cheques in accordance with the laid down procedures of the Trust. Assist in ensuring that payments are acknowledged by all beneficiaries. Support in maintaining proper filing of all the relevant payment documents for ease of future reference. Assist in ensuring that payment documents are properly stamped as PAID. Assist in receiving, assembling, and preliminary checking of travel accountabilities and forwarding them for further checking and authorization Support in maintaining a file with copies of authorized travel advance requests as well as corresponding accountability summaries. Support in ensuring that all transactions made during the week are fully entered in the Accounting system Support in maintaining and updating the inventory register of the Trust Support in ensuring that the KT office is opened and closed daily. Support the tracking and follow-up on staff travel advances to ensure timely accountability. Assist in basic data entry and maintenance of the fixed assets register in the accounting system Administration: A. Front Office management Support the maintenance of the general filing system and file all correspondence (Service Providers, Administration, and Projects) Assist in enhancing the corporate image of Kilimo Trust through proper organization of the front office desk and office surroundings. Support the coordination of internal meetings, including scheduling, preparing agendas. B. General Administration Assist in coordinating travel logistics for staff Support in the coordination of procurement of goods and services while ensuring value for money Assist in preparing correspondence and memos to staff in relation to the office operations. Support in organizing events and making relevant logistical arrangements Support the management of office equipment, including liaising with service providers for printers, copiers, and internet Support the digital archiving of documents, ensuring all files are scanned and saved on the server/cloud appropriately Technical Competence Requirements Basic experience in the use of spreadsheets Basic understanding of generally accepted accounting principles and Financial Reporting Standards Basic skills in accounting and bookkeeping Ability to maintain strict confidentiality in performing different duties Basic experience in general Office administration Honest and trustworthy Ability to multitask XXXX XXXX work in a dynamic environment. Ed