The primary purpose of this role is to support accurate, compliant, and timely financial management at Post, ensuring all financial transactions, records, and processes align with FCDO policies, internal controls, and audit requirements.

The role contributes to effective budget management by maintaining accurate financial records, supporting cash and bank management, processing payments, and ensuring strong financial controls and reporting standards are consistently met. It also supports coordination with budget holders through regular meetings, tracking actions, and maintaining proper documentation.

Roles and responsibilities :

1 Financial Operations and Payments

• Process supplier payments (P2P invoices, GPC/CCC) accurately and within timelines
• Review invoices for completeness, approvals, and compliance before submission
• Upload invoices, distribution sets, and supporting documentation on SharePoint within required timelines
• Ensure Purchase Orders (POs) are receipted on time to avoid payment delays or rejections
• Reconcile GPC and CCC transactions within 30 days

2.    Cash and Bank Management

• Manage Post cash boxes and ensure safe custody of funds
• Maintain bank accounts (USD, RWF, BIF) and process payments in line with procedures
• Conduct regular cash counts with appropriate oversight
• Perform daily reconciliation of cash and bank transactions and ensure accurate balances in NPA
• Prepare and submit NPA and supporting documents (CITs, MRs, debt notes) by the 3rd working day of each month

3.    Financial Controls, Compliance, and Audit

• Ensure all financial transactions comply with FCDO policies and procedures
• Maintain accurate audit trails and supporting documentation on Teams/SharePoint
• Monitor dashboards (HERA, GTPC) and resolve issues such as invoices on hold, accruals, and open POs
• Support KPI and FPCI performance targets and report any risks or anomalies to the Line Manager

4.    Supplier and Procurement Support

• Process Supplier Maintenance Forms (SMFs) within 2 days of receipt
• Support onboarding and removal of suppliers and staff records in compliance with procedures
• Work closely with Global Transaction Processing Centre (GTPC) in Manila to resolve payment and processing issues

5.     Payroll and Staff Payments

• Prepare CBS salary inputs and submit payroll documentation in line with payroll calendar timeline
• Process payroll uploaders (net pay and third-party payments) accurately and on time
• Support approval of final payment registers and ensure timely processing of local salary payments

6.    Tax Compliance

• Prepare VAT reconciliation reports and submit within required deadlines
• Process VAT claims through the Rwanda Revenue Authority (RRA) platform in line with regulations

7.    Budget and Stakeholder Support

• Support monthly meetings with budget holders, including minute-taking and tracking actions
• Provide accurate financial data to support forecasting and reporting
• Escalate discrepancies, risks, or issues affecting financial performance

8.    Records Management

• Maintain accurate and complete financial records (AP, AR, cash management)
• Ensure all documentation (invoices, NPAs, reconciliations) is properly filed on Teams in line with audit requirements

9.    Deputy Responsibilities

• Deputise for the Finance Manager as required
• Ensure continuity of financial operations during absences

• Minimum 3–5 years’ experience in finance, accounting, or financial administration
• Proven experience in processing payments, reconciliations, and maintaining financial records
• Good understanding of financial controls, compliance requirements, and audit standards
• Experience working with finance systems (e.g. ERP systems such as HERA) and Microsoft Excel
• Strong attention to detail and ability to handle financial data accurately and confidentially
• Demonstrated ability to manage competing priorities and deliver to tight deadlines
• Good organisational and time management skills
• Strong communication skills and ability to work effectively with internal stakeholders
• Experience supporting budget monitoring, invoice processing, and financial reporting
• Knowledge of procurement and payment processes within a controlled environment