Background information about the job or company (e.g., role context, company overview)

World Vision is a child-focused Christian humanitarian organization implementing development programmes in 30 Districts of Rwanda. Our interventions in the strategic period of 2026-2030 seek to reach 2.5 million of the most vulnerable children. This is done through programming in Child Protection, Education, Nutrition and WASH, and Poverty Alleviation (Resilience and Livelihoods).

World Vision Rwanda, with the support of KOICA, is implementing the UPG II project intending to improve the extreme poverty of women-headed households by using the UPG model in Rutsiro District from March 2025 to December 2027:

• New ultra-poor households (300 HHs) have improved food security and increased social inclusion based on livelihood capacity building
• Ultra-poor graduated households (299 HHs) have improved livelihood capacity

To comply with KOICA Financial regulations, which involves organizing and scanning of financial documents and sending them to World Vision Korea and later KOICA. We need to employ a casual worker to assist the project Accountant in gathering, scanning and sending the financial documents to Korea.

Activity Objectives

The activity is aimed at assisting the project accountant in gathering, organizing, scanning and sending financial documents to KOREA so that the Korea office can start all required work in a timely manner.

• To ensure that KOICA-required documentation is complete, accurate, and properly archived for future reference and audits.
• To improve the efficiency of monthly financial file preparation, reducing delays and minimizing errors in document handling.
• To strengthen compliance with KOICA and World Vision financial documentation standards by maintaining a well-structured and traceable filing system.

Deliverables

• Gathered financial documents (Vouchers and payment evidence) monthly from both the National office in Kigali and the Tunga cluster office
• Organized scanned PDF file for all Vouchers and payment evidence which have been sent to KOREA
• A monthly summary report indicating the documents gathered, scanned, submitted, and any missing or incomplete files that require follow-up.
• A digital filing structure (folders and sub-folders) maintained on the project drive to ensure easy retrieval of documents for the Korea Office and KOICA audits.

Duties of the Project causal worker

• Assist the project accountant in gathering payment documents like invoices, attendance, IDs and registration of participants during training.
• Assist in the preparation of participant payment documents during meetings and trainings.
• Assist in gathering and filling all payment vouchers and payment evidence from the Cluster Office and the National Office.
• Scan and organize in PDF files all Voucher and payment evidence and send to World Vision Korea
• Assist in gathering distribution lists for Items purchased for the purposes of being distributed to beneficiaries.
• Assist in maintaining an organized digital filing system, ensuring all financial documents are stored properly for easy retrieval and audits.
• Support the Project Accountant in conducting periodic checks to ensure completeness and accuracy of financial documentation before submission.

Qualifications and requirements

A project administrative assistant for administrative management must possess the following qualifications

• Must be fresh graduates from a recognized University or Academic Institution, preferably with a degree in (Accounting, Finance or Business Administration based in accounting).
• Have excellent oral and written communication skills in both Kinyarwanda and English
• Be willing to live and stay in WVR’s rural communities during the working period.
• Be willing to abide by WV’s Christian and Core values.

N.B.:

• Women are highly encouraged to apply.
• If the degree is issued by a foreign institution, an equivalence certificate from the Rwanda Higher Education Council (HEC) will be required.

• Assist the project accountant in gathering payment documents like invoices, attendance, IDs and registration of participants during training.
• Assist in the preparation of participant payment documents during meetings and trainings.
• Assist in gathering and filling all payment vouchers and payment evidence from the Cluster Office and the National Office.
• Scan and organize in PDF files all Voucher and payment evidence and send to World Vision Korea
• Assist in gathering distribution lists for Items purchased for the purposes of being distributed to beneficiaries.
• Assist in maintaining an organized digital filing system, ensuring all financial documents are stored properly for easy retrieval and audits.
• Support the Project Accountant in conducting periodic checks to ensure completeness and accuracy of financial documentation before submission.

• Excellent oral and written communication skills in both Kinyarwanda and English

• Fresh graduates from a recognized University or Academic Institution, preferably with a degree in (Accounting, Finance or Business Administration based in accounting).
• Willing to live and stay in WVR’s rural communities during the working period.
• Willing to abide by WV’s Christian and Core values.
• If the degree is issued by a foreign institution, an equivalence certificate from the Rwanda Higher Education Council (HEC) will be required.