Akazi muri Oxfam Rwanda Programme: Imyanya 8 ( DEADLINE: 04/12/2014)
Akazi muri Oxfam Rwanda Programme: Imyanya 8 ( DEADLINE: 04/12/2014)
Salary & Benefits: Competitive
DUTY STATION: KIGALI-RWANDA
Oxfam Rwanda Programme last year revised its Country strategy comprising two programme pillars of sustainable livelihoods and participatory governance, leading to a change management process which has now been concluded. The following positions have arisen as a result, and we are looking to fill them with qualified and experienced candidates Rwandese.
1. Sustainable Livelihoods Programme Lead
Reporting to the Country Director, the Sustainable Livelihood Programme Lead will be responsible and accountable for a high quality, high impact and effective sustainable/integrated Oxfam Rwanda Sustainable Livelihoods programme through innovative programme approaches/models that meets the needs of targeted poor people, partners and/or institutions. She/he will work with both internal and external strategic stakeholders for effective programme coordination, convening, facilitation and advocacy to ensure greater influence and scale of the programme. Among the
Key responsibilities include;
Development of the programme strategy for the SL pillar (livelihoods with strong gender focus)
Responsible for ensuring that gender, HIV and climate change adaptation are well mainstreamed into all of Oxfam’s livelihoods work in Rwanda
Ensure effective internal and external communication around the sustainable livelihoods work as per the Oxfam Communications Strategy for Rwanda
Representation of Oxfam in relation to sustainable livelihoods work with stakeholders in Rwanda
Management of the Oxfam livelihoods programme team including team and performance management of individuals
Development and design of gendered enterprise and markets projects
Overseeing all projects/grants management of livelihoods work in Rwanda to ensure high quality financial and nonfinancial compliance
Responsible for ensuring adequate resources for delivery of the programme through fundraising in and outside of the country
To be successful in the role, you will be a holder of a first degree in agriculture, with specialization in Crop production or related disciplines, have Substantial experience (least 5-8 years) of related development work in NGOs of which 3 years’ experience in smallholder market-based Agricultural livelihoods interventions, have sound understanding of grassroots development principles and models relevant for Rwanda in general and producer group specifically, knowledge and understanding of the role of markets and the private sector in Rwanda as relate to small-scale agricultural production, Knowledge and understanding of the role of grassroots organizations in supporting development of small-scale farmers and producers etc.
2. Programme Officer — Small Holder Engagement
Reporting to the Livelihood Programme Lead, the Programme Officer- Smallholder Engagement will provide advice, coordinate, facilitate and operationalise market based programmes involving key stakeholders and influence development of smallholder enterprises, government and civil society.
The post holder Manages partnership/collaborations with networks of smallholder enterprises NGOs, financial institutions, government institutions, technical experts and support staff.
Amongst the Key responsibilities are;
Analyze, advise, coordinate and facilitate development of Smallholder engagement portfolios involving Agricultural and institutions (financial and non-financial), inputs and business service providers, Government agencies/projects, Civil society partners and Research institutions in the areas of livelihoods and crosscutting issues to further the programme objectives
Translate programmes into practical action plans and share the best practices for women’s economic leadership development in market-based programme initiatives.
Coordinate/Manage short and medium term technical experts/business facilitators, support staff (programme assistants), skilled volunteers to improve the programme quality.
Leverage funds for the programme interventions and partners by engaging with resource agencies in the country and support in direct fund raising to Livelihood Programme Lead
Liaise with government officials, private sector forums and district, state and national level organisations and engage in evidence based advocacy under the guidance of Livelihood programme Lead
Facilitate capacity building of partner staff in new market based initiatives especially from the perspective of Oxfam market model and women’s economic leadership
Facilitate partners for national level certification of products to enhance the power of smallholders in the market (along with small enterprises).
To track and monitor all financial transactions such as allocations, disbursements, cancellations relating to the programme and required documents to maintain an overview of the financial status of the coordinated projects.
To undertake visits to projects to monitor programme implementation, financial standards, disseminate information on development issues and analyse interventions from a gender perspective,
To be successful in this role, you have:
Be a holder of a first degree in agriculture, with specialization in crop production and related disciplines.
Have Substantial experience (at least 5-8 years) of related development work in NGOs.
Have at least 3 years of experience in Smallholder market based Agricultural livelihoods interventions.
Sound understanding of grassroots development principles and models relevant for Rwanda in generally and producer group specifically
Knowledge and understanding of the role of markets and the private sector in Rwanda as related to small-scale agricultural production.
Knowledge and understanding of the role of grassroots organizations in supporting development of small-scale farmers and producers.
Ability of applying models for supporting women economic empowerment.
Facilitation skills to support partners (esp. enterprise development, Financial institutions and NGOs) and engage with different types of development practitioners
Ability to manage relationships with donors, private sector partners, government institutions, INGOs, civil society etc.
Ability to respond effectively in the event of humanitarian disasters
Skills and ability to develop achievable plans for contribution to and implementation of agreed objectives in line with Oxfam’s requirements
Excellent capacity to manage project management tools
Sensitivity to gender, HIV/AIDS and diversity issues
High level of programme management skills — including communication, organisation, training, planning and strong financial management skills
To be able to work as part of a local and national team with strong interpersonal skills, and practice and maintain positive team dynamics
Excellent communication skills with Mandatory fluency in written and spoken English and Kinyarwanda. French is Desirable.
3. Human Resources & Administration Officer
The Human Resource & Administration Officer will contribute to the effective and efficient management of the programmes by providing Human Resource and administration technical advice and support. He/She provide day to day operational and or technical H/R support implement operational plans to enhance the Organization’s performance. The candidate will ensure Oxfam Human Resources and Administration procedures and minimum standards are adhered to and applied fairly, and that adequate procedures are developed, implemented, and maintained.
Reporting to the Business Services Manager and interfacing with Regional Shared Services Centre, the key responsibilities include;
Provide professional advice and support to Business Support Lead on all HR procedures and processes, ensuring consistency and implementation of the HR minimum standards.
To implement the regional HR Strategy, and to lead the establishment and implementation of the Country HR Strategy.
Ensuring HR issues are addressed and prioritized during programme planning and implementation.
Provide professional guidance and support to staff ensuring fair, consistent and timely interpretation, and implementation of HR policies and procedures.
Implementing the Oxfam’s Minimum HR Standards in recruitment, selection procedures; issuing of contracts to ensure fairness and consistency ensuring that on boarding processes are adhered to, including Induction.
Support training/mentoring of managers with best practices for performance management including, but not limited to performance management, learning & development, stress management.
Ensure awareness/training of all staff on Knowledge of Oxfam, Code of Conduct, Safeguarding issues.
Oversee all HR administration functions including administration of medical benefit schemes, leave management and other schemes, updating GOLD ; ensuring that the minimum standards are met and surpassed.,
Ensure that Oxfam is aware of and abides by local law and regulations in Rwanda, including the Labour Law; Social Security; Insurance; etc.
Ensure on-going liaison with the Oxfam Lawyer on programme implementation and staff management risk issues; including but not limited to the obtaining Work Permits, Visas etc.; staff relations matters; change-management processes; etc.
To ensure that staff are given an opportunity to collectively make their views known to management and to discuss the terms and conditions of their employment; facilitating the implementation of Oxfam’s Management Guidelines in dealing with Staff Associations; contributing to maintaining good working environment
Qualifications, Experience and personal qualities
A university degree in Human resources or related discipline.
HR professional qualification and thorough knowledge of employment legislation.
Minimum of 3 years working experience in Human Resource and Administration Function,
Ability to work with minimum supervision.
Excellent knowledge of MS Office packages
Good communication and interpersonal skills.
Fluent in English and Kinyarwanda; Knowledge of French is an added advantage.
Self-confidence, maturity & ability to co-operate with a wide variety of people
4. Operations Assistant
The operations Assistant will be responsible for the organization and coordination of all logistics, procurement and management of Oxfam’s assets in support of the Programme activities.
The Operations Assistant will report to the HR and Administration Officer and will be responsible for amongst others:
Procurement, Storage and Distribution
Liaise with all government customs and tax officials and departments to ensure the administration of any necessary duties or taxes levied on Oxfam for services or goods supplied to the programme.
Liaise with the finance department to ensure timely and efficient payment and administration of such duties and taxes.
Liaise with all the departments on procurement needs as agreed with the HR and Administration Officer.
Liaise with the clearing agents for customs procedures.
Coordinate the reception, offloading/loading, storage, dispatch and transportation of any supplies or goods in transit to and from programmes supported by the Rwanda Programme.
Ensure adequate documentation, filling and overall maintenance of logistics records.
Support the HR & Administration Officer in operational activities, maintaining a system for tracking assets and updating as appropriate.
Responsible for monitoring and analysing the motor vehicle Log Books in the vehicle fleet, ensuring that they are filled in properly and analysed for management reporting.
Ensure the vehicles are maintained in optimum operational condition and used cost-effectively, ensuring fuel consumption of fleet by approval of fuel issue coupons and generation of and action on monthly vehicle management reports.
Ensure that all regulations and procedures relating to security of the vehicle, H&S standards, are adhered to according to Oxfam standards.
Manage the Petty Cash.
Supervise the outsourced Service Providers.
We are looking for candidates with a Bachelor degree in Management, Office Management or related field with at least 3 years experience in operations, Office management/Administration gained in the INGO sector. He/she must be Proficient in Written and Spoken English.
Ability to coordinate and communicate with both internal customers and external customers
Ability to work under pressure and to tight deadlines Excellent communication skills both externally and at all levels within the organisation, both written and verbal
Experience in handling local and offshore supply, transport management, including clearance and tariff regimes.
Ability to analyse, interpret and present management information and maintain accurate records
Demonstrates appropriate written and verbal communication skills.
Ability to drive and have a clean and valid driving permit; category B
Excellent knowledge of local markets and resources.
5. Office Administrator
The Office Administrator will be responsible for providing Administrative, Secretarial and IT support to the Country Director, Country Leadership Team, Senior Management Team and Rwanda staff.
Reporting to the Country Director, he/she will have the following key responsibilities;
Support Country Director (CD), Senior Management Team (SMT) and Country Leadership Team (CLT) in the day-to-day office management.
Manage the diary of the Oxfam CD including making appointments, scheduling meetings, taking minutes
Ensure proper files, agenda and documentation for CLT, SMT and CD participation in meetings is available
Support with administration of CD/SMT/CLT correspondence, emails and to respond to relevant emails as appropriate.
Co-ordinate with others in the office to support CD role e.g. to ensure they are booking travel, organising payments for the CD schedule
Ensures that visitors to the Programme receive appropriate guidance, and assistance, email correspondence to the CD and SMT are responded to in a timely way and correspondence followed through in an efficient and effective way.
Provide support to CD and SMT members with external engagements including PGG, NINGO network etc
Maintain an attractive, pleasant and neat front desk area.
Receive and assist visitors to the office courteously, answering queries and providing information while being as prudent as possible.
Ensure high customer care to the incoming and outgoing visitors to Oxfam office.
Organise the notice boards at the reception area and outside the entrance to the office, regularly displaying important and useful information for the attention of members of staff.
Manage Flight and Accommodation Bookings for the CD, staff and visitors.
Ensures prompt settlements of bills for suppliers of travel and accommodation services including analysing of supplier bills on a monthly basis.
Ensures that visitors to Oxfam are provided with the required information about the Country including advice of visa requirements, welcome and security guidelines pack.
Ensures that staffs travelling have relevant and valid documents including visa, vaccination certificates, etc and supporting documentation for payment.
Responsible for the management of stationery and other office supplies as per Oxfam Standards. Monitor use and ensure accountability by relevant staff.
Responsible for filing and retrieval systems of administration specific records including designing new systems that enhance efficiency.
Provide administrative support during recruitment process. This includes such tasks as following up confirmation of attendance with candidates, preparing interview venues including computers to be used during the interviews, administering forms, booking medical examinations for new staff, welcoming candidates and new staff.
Attending regular Management and staff meetings and taking minutes.
Manage office telephone communication effectively,
IT Systems and Support: Responsible for the management and maintenance of all computer systems in the office.
Technical Assessment of requirements on purchase of hardware/software for the office, working in close co-ordination with Oxford, Regional IS and logistics.
Responsible for installation of updated software. To ensure that this is done in coordination with Regional and Oxford IT.
To manage and administer the Local Area Network / Server maintenance and ensure that the system is running smoothly at all times.
Assist staff with IS requests as necessary.
We are interested in candidates with Bachelor Degree in Business Administration/Office administration with qualifications in IT or Bachelor degree in IT with experience in supporting office administration. He/she must have 3 years experience in LAN and WAN administration and proficient in Ms Word and Ms Excel packages, email. The successful candidate must have excellent verbal and written communication skills in English and Kinyarwanda. French will be added advantage. They must also have flexible, pleasant and courteous personality, efficient and well organized.
6. Monitoring, Evaluation, Accountability, Learning and Communication Coordinator
The Monitoring, Evaluation, Accountability, Learning and Communication Coordinator will facilitate and coordinate Oxfam Rwanda programme monitoring, evaluation, accountability, learning and communications by establishing and operational zing effective functional systems, structure through knowledge management that ensures organizational accountability, reporting information sharing and learning among different stakeholders to support Oxfam’s Programme in Rwanda.
Reporting to the Country Director, his/her Key responsibilities include;
Information Management and Programmatic Learning:
Liaising with programme teams, identify partners’ MEAL capacity building needs and address the gaps;
Compile information and analyse social, economic, cultural and political situation with reference to identified areas and issues to facilitate development of Oxfam’s programmes.
Establish and maintain MIS for the programme as one of the core functions of Knowledge Management
Design, development and compilation of baseline information in close association with Oxfam’s programme team and partners.
In liaison with programme team, coordinate the implementation of an effective monitoring and evaluation process so that a constant assessment of programme effectiveness can be undertaken and adjustments made as necessary
To manage all programme related files, documents and correspondence related to MEAL and respond to programme information related queries in consultation with programme Leads
In liaison with programmes, manage all partners narrative reports
Develop MEAL, information and communication tools / material for the Programme to facilitate effective information sharing
Prepare high quality MEAL programme reports for donors as well as key contacts as required.
Identify best practices in livelihoods and governance initiatives especially those supportive to women economic leadership development and private sector engagement and initiate documentation processes.
Work collaboratively with other partners and the private sector to ensure lessons learnt from other projects and initiatives are incorporated into existing programmes
Maintain an overview of programme and project documentation (held within Oxfam’s programme database) as well as ensuring appropriate information is generated for management and communication purposes.
Be an active member of the Rwanda programme team, supporting colleagues and the Programme Leads to ensure collective ownership of and responsibility for the programme is held across the team
MEAL and Communication support to Oxfam programmes.
Produce regular internal briefings that include a summary of actions to date, analysis of developments and suggestions about appropriate future action. Circulate these briefings as appropriate
Produce regular situation updates on the political social and economic trends in the country and how this affects OXFAM work in the country
Lead the development and management of the country MEAL and Communication strategy, including vision and strategy development, implementation and overall impact, so that expected results and outcomes are achieved
Build the capacity of Oxfam partners and programme staff to carry out MEAL and Communication activities within their own programme areas in line with Oxfam’s One Programme Approach
Organizing interviews tracking media hits involving OXFAM programmes stories
Registration/Re-registration of Oxfam in Rwanda
Ensure that all programme annual reports are collated in the format required by the government registration body and produce an integrated Oxfam report/Action plan for coming year;
Communicate programme achievements to the relevant Ministries, District immigrations and Immigration Headquarters on a timely and efficient manner;
Ensure that a registration/re-registration is secured before expiry of the current one
Build an evidence base for Oxfam communication activities through commissioning and oversight of specific pieces of issues that affect poor women and men in Rwanda
Lead Oxfam’s media engagement on Rwanda, with a focus on new and digital media
Oversee the production of other resources and materials such as the annual report and contributions to wider Oxfam publications
We are interested in candidates with:
A Bachelor’s degree in a relevant field of Monitoring, Evaluation, Accountability and Learning. A master’s degree in Monitoring, Evaluation, Accountability and Learning is desirable, including experience in supporting and advising senior management in a programmatic environment and corporate communication.
Good qualitative and quantitative analysis skills and experience of working on monitoring, evaluation and learning processes within an INGO context.
Should have demonstrated skills documentation and communication materials
Strong networking and capacity-building skills to be able to maintain partner relationships and relationships with research and other institutions to support evaluation processes.
Knowledge and understanding of the role of markets and private sector in Rwanda, gender issues and socio-economic aspects related to small-scale agricultural production
Good communication (verbal and written) skills, with demonstrated ability to develop, write and present good progress reports.
Ability to acknowledge cultural and political issues within the locality and usage of wisdom and tact to avoid expression of conflicting stands.
Able to speak and write in English fluently
Ability to influence, work collaboratively and to obtain necessary information from programmes.
Sufficient computer literacy to produce good quality reports and conduct basic analysis of data.
Ability to travel frequently and at short notice including to remote locations.
The Accountant will contribute actively to the management of Rwanda Programme financial resources and support budget holders in financial management. He will be the Custodian of accounting procedures and information through provision of timely quality reports for decision-making. He/she will ensure cost-effectiveness in the accounting processes in the Programme, Support in the budgeting, and budget monitoring, responsible and accountable for day- to-day operations related to accounting in Kigali office.
Reporting to the Business Services Manager (BSL), the Accountant’s key responsibilities include;
Assisting the Business Services Manager with maintaining close links with Banks and statutory organizations such as RSSB and RRA.
Prepare the cash and Bank Book and update daily.
Preparation of monthly transactions, Bank payments, reconciliations and receipts.
Process supplier and other payments within the agreed terms and follow up with the logistics team to ensure payment is done according to the rules and procedures of Oxfam GB.
Payroll preparation (with input from HR & BSL), liaise with the Payroll software company in the event of software malfunctioning.
Review petty cash managed by the Operations Assistant.
To follow up on staff personal accounts, i.e. Floats, Welfare loans, Salary Advances and rent advances.
Prepare and upload monthly depreciation, EOC and prepayment journals in GL
Timely preparation of Month End Financial pack for review by the Business Support Manager before submission to the region. .
To analyze financial data to support decision making and cost effectiveness reviews in the Rwanda programme.
To follow up the bank Mandates, Bank Balances and inform the Business Support Manager if there is a problem.
Prepare Monthly Top-up requests as per the procedure by alerting the programs.
Prepare project monthly BVAs for programme monitoring and action.
Inform the Business Support Lead of any major discrepancies or problems and assisting in resolving relevant issues/problems.
Monitoring and management of expenditure and budgets of Rwanda programme, especially donor-funded projects; to provide support to budget holders in using OPAL and CRIMSON.
To ensure that statutory obligations are adhered to and all taxes are remitted on time.
To ensure the proper use and maintenance of computerized financial systems (including the accounts package designed for Oxfam purposes, (Peoplesoft)
To ensure proper and timely management of donor contracts;
The successful candidate will have minimum Bachelor’s Degree in Finance/Accounting and professional qualifications i.e. ACCA, CPA with at least 5 years working experience and 3 years in Finance/accounting. He/she must have proven experience of operating computerized accounting systems and coding systems. Excellent knowledge of spreadsheet design and use, working understanding of project cycle, excellent knowledge and understanding of Rwandese and International financial and accounting principles and relevant regulations on tax, VAT etc.
8. Programme Officer (Participatory Governance Program)
The Programme Officer - Participatory Governance Programme will provide technical advice and coordinate the effective implementation of the participatory Governance Program within the framework of Oxfam’s new role as a Convenor, Facilitator and Broker including facilitating learning and sharing of best practices around participatory governance in Rwanda. He/she will ensure high quality contract and partnership management of the entire portfolio of local partners in the participatory governance programme.
Reporting to the Participatory Governance Programme Lead, the Key responsibilities include;
In collaboration with the Program Lead, ensure the smooth implementation and management of the participatory Governance Program, including program monitoring and evaluation to ensure the expected results, outcomes and impact of the program, are achieved;
In collaboration with the MEAL & Communications Coordinator, monitor, evaluate, document and share information with relevant stakeholders in line with the implementation of projects funded under the Participatory Governance Programme through local partners;
Develop and follow-up on project/program implementation plans agreed upon between Oxfam and its participatory Governance partners;
Coordinate and support partners to produce high quality and timely reports; both narrative and financial, in accordance with the existing donor contract(s);
Partnership and contract Management
Identify relevant local partners, within a set framework; appraise them, in collaboration with the financial officer and any other programme officers as may be delegated by the program lead, assess the submitted project proposals, the organization and management capacities of potential local partners and submit the findings to designated forum for decision making.
Network with civil society organizations and government institutions to ensure that program results, outcomes and impact are achieved.
Identify, organize, facilitate and monitor capacity building sessions for different partners including both civil society, decentralized government institutions and other partners on relevant themes;
Initiate and facilitate Knowledge & Information Management (KIM) with local partners to strengthen the effectiveness and implementation of programmes and lessons learned;
Communication and program monitoring
Ensure effective internal and external communication around the participatory governance work as per the Oxfam Communications Strategy for Rwanda;
Responsible for quarterly reporting on program key quality and performance indicators;
Contribute to the production of various resources and materials such as the annual reports, brochures etc highlighting success stories in relation to the participatory governance program.
In collaboration with the MEAL and communication officer, promote the coverage through new media of Oxfam’s work in Rwanda;
Liaise with MEAL and Communication Officer, to ensure appropriate documentation of best practice and other learning from Oxfam and partner programmes.
The successful candidate will have minimum Bachelor Degree in Political Science studies, Business studies, Law or other related discipline and professional qualification in governance, 3-5 years experience in organizational development, project cycle management, programme development and the management of donor funds.
Post requires specialist knowledge in Governance internal organizational knowledge and INGO knowledge.
The Candidate must have excellent knowledge and understanding of the dynamics of governance, decentralization human rights and the Great Lakes region, the regional dynamics and the factors that can hinder embracing the culture of participatory Governance;
3-5 years experience working with multiple partners, FINANCED by external donors, with a preference in field of human rights and or Governance.
Excellent spoken and written English and French and a working knowledge of Kinyarwanda.
Strategic thinking and ability to adapt to dynamically to dynamically changing work environment.
How to apply for the above positions:
These above career opportunities are for qualified, experienced, dedicated and highly motivated professionals, with a strong commitment to Oxfam’s values and beliefs. If you meet the criteria outlined, please send your CV and application letter stating the job title to Kigali@oxfam.org.uk . The closing date for these vacancies is 4th December 2014. Applications received after 1p.m. after this date will not be considered.
Interviews will be held the week commencing 15th December, 2014. Please note that due to high volume of applications expected, we will not be able to respond all applications and only shortlisted applicants will be contacted.
Oxfam GB is an equal opportunities organization and we strongly encourage applications from qualified female and disabled candidates.