Finance and Administrative Assistant

RwandaFinance and Administrative AssistantOrganizationWorld University Service of CanadaPosted 18 Aug 2025 Closing date 28 Aug 2025Position Title: Finance and Administrative Assistant, Pathways to Scale(P2S)Position Location: Kigali, RwandaReports to: Finance Manager, Pathways to ScaleContract term: Full time, One year renewableSalary Scale: According to local salary scaleLikely start date: September 2025Application deadline: August 28, 2025Languages: Fluency in English is requiredBackgroundWUSC is a Canadian non-profit organization working to create a better world for all young people. We bring together a diverse network of partnerships with governments, businesses, civil society organizations and academic institutions who share this vision.

Together, we develop solutions in education, economic opportunities, and empowerment to overcome inequality and exclusion for youth around the world, particularly young women and young refugees. WUSC currently works in 25 countries across Africa, Asia, the Middle East, and the Caribbean, with an annual budget of approximately CAD $40 million. We have 300 global staff collaborating with donors such as Global Affairs Canada, the UK Foreign, Commonwealth & Development Office(FCDO), the World Bank, the Asian Development Bank, the Mastercard Foundation, and the African Development Bank. Pathways to Scale (P2S) project is a five-year, multi-country initiative funded by the Mastercard Foundation.

It aims to support the growth of women-led enterprises, with a particular focus on young rural women. The project will provide targeted business development services and capital to promote the sustainable growth of women-led or owned MSMEs. While the primary focus is on micro-businesses in rural areas, a subset of larger women-led businesses will also be supported to assess their potential impact on young rural women. The project will be implemented in Ethiopia, Rwanda, Ghana, and Nigeria with a broad range of partners.

WUSC will work in close partnership with an access-to-finance partner responsible for capital deployment and will coordinate business development services delivered through local Enterprise Support Organisations (ESOs). WUSC holds the overall management responsibility for the project and will lead a learning strategy to assess the impact of finance and business development services on young rural women. General ResponsibilitiesReporting to the Finance Manager, the Finance and Admin Assistant will be responsible for supporting the financial and administrative operations of the P2S project.

This includes a variety of tasks related to financial management, administrative support, and logistics to ensure the efficient and compliant operation of the project. The Finance and Admin Assistant will work closely with other WUSC staff and partners to ensure that all financial transactions and administrative processes align with WUSC's policies, donor regulations, and local laws. Key Responsibilities IncludeFinancial ResponsibilitiesProvide support in preparing payment requests and expense reports, ensuring they are fully approved with the necessary supporting documentation before payments are made. Assist in the preparation of project budgets, forecasts and donor financial reporting.

Maintain accurate financial records and documentation, ensuring all cost-related supporting documents, such as invoices are up to date to allow for tracking and reporting on services rendered. Provide support in the preparation of monthly advance requests to maintain smooth cash flow and monitor the clearance of staff and partner advances. Verify invoices and expense claims for accuracy and compliance with policies. Assist in the monthly closing of financial records and conduct month-end balance sheet account reconciliations. Provide support during internal and external audits. Coordinate with service providers and suppliers to ensure timely delivery and payment of goods and services.

Administrative And Logistics ResponsibilitiesCoordinate and support procurement processes in line with WUSC and donor guidelines. Set up and maintain an electronic and a physical filing system for all P2S correspondence and supporting documents. Provide support for logistical services such as donor/HQ staff visits, local transportation, travel arrangements and documentation, and visa procedures. Provide logistical support for meetings, trainings and workshops as required. Maintain and update the project's Assets Register, office supplies and Accredited Vendor List, and prepare reports as requested. Maintain confidentiality and security of financial and administrative records.

Perform any other duties related to the position as assigned. Qualifications And CompetenciesEducation: A university degree in Finance, Accounting, Business Administration or a related field is required. Experience: At least three years of experience in a finance and administrative position in an NGO or international development setting is required. Skills and Competencies: Demonstrated experience in managing financial data and maintaining financial records. Proficiency with accounting packages (such as Quickbooks or SAGE 50) and strong skills in spreadsheets (Excel). Proven knowledge of record keeping and data management for both finance and office administration.

Experience providing administrative and technical support of a clerical nature to project teams, with strong organizational skills and attention to detail. Ability to work effectively in a dynamic and multi-cultural team environment and to manage time productively and efficiently to meet changing deadlines. Excellent written and verbal communication skills in English are essential. Highly proficient in the use of Microsoft Office and Google software including Gmail, calendar, drive, spreadsheet, word processing, and presentation software. DesirableExperience working on donor-funded projects, especially with the Mastercard Foundation or similar. Experience supporting multi-country or regional projects. Knowledge of local procurement regulations and practices.

WHY WORK WITH WUSC?Join Us. Our work is important, cutting-edge, and rewarding. We encourage curiosity, innovation, and flexibility. WUSC offers a dynamic international work environment with a diverse intercultural workforce. We offer employees exciting opportunities to apply their skills and gain experience all while making a difference in the lives of youth around the world. Employees at WUSC work hard to create lasting change in education, economic opportunities and empowerment.

APPLICATIONSWUSC’s activities seek to balance inequities and create sustainable development around the globe; the work ethic of our staff, volunteers, representatives and partners shall correspond to the values and mission of the organization. WUSC promotes responsibility, respect, honesty, and professional excellence and we will not tolerate harassment, coercion, sexual exploitation or abuse of any form. WUSC is an equal opportunity employer. We welcome and encourage applications from individuals of all backgrounds and abilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process.

Please note that only the candidates selected for an interview will be contacted. Candidates must be legally authorized to work in Rwanda and WUSC will not facilitate any work authorization process or relocation for this position. How to applyIf you are interested, please apply here through our portal. Job detailsCountryRwandaCity Kigali SourceWorld University Service of CanadaTypeJobCareer categoryAdministration/FinanceYears of experience3-4 yearsShare Share this on Facebook Share this on X Post this on LinkedIn