Finance and Operations Lead Full Time

Job Title: Finance and Operations Lead

Location: Kigali, Rwanda

Type: Full-time employment

Are you a purpose-driven finance professional with a passion for operational excellence? ICBS is seeking a dedicated and experienced Finance and Operations Lead to join our growing organization. The Finance and Operations Lead will provide leadership to all the financial and administrative pillars of the organization.

About ICBS

The Institute of Community Based Sociotherapy (ICBS) is a Non-Governmental Organization (NGO) registered in the Netherlands and Rwanda. Established in 2019, ICBS functions as a global expertise network, uniting professionals, and organizations from different parts of the world that implement community-based sociotherapy (CBS). Originally developed in Rwanda in 2005, CBS is an integrated Mental Health and Psychosocial Support (MHPSS) and Peacebuilding (PB) approach.

ICBS promotes harmonized quality standards for the CBS methodology and fosters knowledge exchange and innovation. The institute is guided by a sociocracy-inspired governance model and structure, supporting a self-steering, non-hierarchical work culture, whereby decision-making is consent-based through a decentralized system, and authority is distributed among the team members.

Project Overview

ICBS is working with a bilateral donor to implement the ‘CONNECT project’, that aims at scaling up the CBS approach in the Great Lakes Region. The project is implemented by a consortium of five organizations: ICBS in partnership with Community Based Sociotherapy Rwanda (CBS Rwanda), the Anglican Church of Rwanda, Byumba Diocese (E.A.R. Byumba), Transcultural Psychosocial Organization Uganda (TPO Uganda) and Trauma Healing and Reconciliation Services (THARS-Burundi).

The project is being implemented in Rwanda, Uganda, and Burundi within a period of 36 months, from July 2023. As a global network and knowledge institute, and consortium lead, ICBS is responsible for the overall coordination of the implementation and enhance quality of the approach and facilitate learning among all partners. To achieve the overall objective, ICBS and partners work in close partnership with a diverse range of actors in the Great Lakes Region, including government institutions, other NGO’s and development partners.

Job Summary

To ensure a sound financial management and efficient operational support of the CONNECT project, ICBS seeks a highly qualified and experienced Finance and Operations Lead (FOL). Based in Kigali s/he will oversee the Finance & Operations activities and be responsible for the project’s overall financial and administrative management, including oversight of Human Resources, Procurement, partner agreements and subgrants, all in compliance with donor regulations, organizational policies and national laws. The Finance and Operations Lead is a member of ICBS’ leadership team (General Circle) and will provide leadership in both strategic and operational domains covering financial reporting and analysis, development and implementation of good and sound internal controls, risk management and safeguarding of resources including assets as well as stakeholder engagement.

The ideal candidate will have a strong background in financial management, excellent analytical skills, and a proven ability to guide financial decision-making in a nonprofit environment. The Finance and Operations Lead will work closely with the General Circle to ensure the financial health and sustainability of ICBS. In total 80% of the time will be allocated to the CONNECT project and 20% to the general development of ICBS as a growing organization and projects implemented in other countries. The key deliverables for this position are as detailed below.

Key responsibilities:

Strategic planning and governance

• Collaborate closely with the leadership team to develop and implement financial strategies that align with ICBS’ mission.
• Strengthen and maintain the financial and administrative system, including the organizational policies and procedures.
• Contribute to the general governance system of ICBS and safeguard the organizational resources by ensuring risks are minimized and relevant compliance is adhered to.
• Provide strategic direction to ensure ICBS’ long-term financial sustainability.
• Supervise all the finance and operations staff (full-time, part-time and contract).

Financial management

• Oversee and manage the organization’s financial activities, including budgeting, forecasting and financial reporting.
• Ensure effective allocation of resources to support ICBS’ mission and programs, in line with project activities and budget.
• Oversee the accounting and treasury department, ensuring that financial controls are in place and complied with and transactions are recorded into the system in a timely and accurate manner.
• Ensure compliance with internal and donor policies and regulations and oversee the institutionalization of financial controls, processes, procedures and systems.
• Generate regular periodic financials to support information sharing and decision making in line with sound accounting practices.
• Oversee bookkeeping and the preparation of financial statements that provides the organizational leadership with information necessary for accountability and decision-making.
• Monitor both unrestricted and restricted funds to ensure effective utilization of resources- with an emphasis on best value for money.
• Maintain an organized and secure filing system to support reporting and compliance needs.

Administration, and risk-management

• Improve internal operations and streamline administrative processes.
• Oversee procurement, logistics and vendor management.
• Develop and update tools and templates to ensure donor requirements are being adhered to and ensure staff are trained in their usage.
• Manage procurement, logistics and vendor relationships, and oversee the engagement process of key stakeholders such as vendors, implementing partners, bankers and auditors.
• Ensure risk assessments are regularly conducted and documented in the risk register.
• Develop and review contracts and Memoranda of Understanding and ensure that they are adhered to.
• Ensure internal controls are in place to mitigate and prevent risks associated with engagements with various stakeholders.
• Oversee external audits and follow through management action to completion.
• Oversee all logistics within the organization.
• Strengthen HR systems, including recruitment, onboarding, professional development, compensation and benefits, and performance evaluation.
• Ensure compliance with labor laws in each country where ICBS works.
• Establish and maintain proper performance management and staff development systems, ensuring staff access to role appropriate learning activities.
• Oversee payroll management and contract modalities.
• Foster retention of qualified and experienced staff and encourage inclusivity and lead the values.

Human resources

Stakeholder management and capacity building

• Advise ICBS leadership on scoping, mapping and identification of potential partners.
• Maintain strong relationships with partner organizations and stakeholders.
• Identify financial capacity-building needs for staff within ICBS and among partners implementing partners and conduct capacity-building sessions with the various teams.
• Conduct an anti-fraud and corruption training for staff of ICBS and partner organizations.
• Coordinate the internal and external compliance checks and audits with partner organizations.
• Keep abreast with the latest trends in financial accounting and mentor finance staff.

Experience and qualifications

• Master’s Degree or higher in Accounting, Finance and/or Business Administration.
• Minimum of 5 years of relevant experience in administrative and financial management in an equivalent role in nonprofit sector, preferably with funding streams from major donors such as EU, EKN, DFID and/or SIDA.
• Strong knowledge of non-profit financial management principles, practices, and regulations.
• Being ACCA/CPA/CIMA fully qualified will be an added value.
• Demonstrated experience and skills in developing and managing large budgets.
• Ability to develop internal control and financial management tools.
• Experience in building the financial management capacity of community-based organizations.
• Strong understanding of HR principles, including contract development and performance evaluations.
• Experience in managing sub-contracts and demonstrated knowledge of applicable regulations related to the oversight of such instruments.
• Experience in using accounting software, preferably QuickBooks, Microsoft Dynamics or Exact Online.
• Proficiency in Microsoft Office including advanced proficiency in Excel (Lookups, Pivot Table level).
• Good command in internal controls and risk management systems.
• Vast experience with managing partners and working with external auditors and other vendors.
• Strong ethical standards and a commitment to financial transparency and accountability.
• Strong collaborative, leadership and people management skills, with the ability to inspire and motivate a team.
• Excellent organizational skills with the ability to manage multiple priorities.
• Commitment to the mission and goals of ICBS.

Terms of Employment

This is a full-time position for 36 hours per week. The Finance and Operations Lead is based at the ICBS Office in Kigali with semi-annual travels to the partner organizations.

Tagged as: Institute for Community Based Sociotherapy, Rwanda