Senior Financial Human Resources

CURRICULUM VITAE

MUTEMBE RUHUMULIZA Bernard

TEL: +250-*********

E-mail: ********@*****.***

PERSONAL PROFILE:

Senior financial, grants, contracts and procurement staff with experience managing activities for complex cost proposals and awards. Considerable experience in every project phase including scoping, design, implementation (operations, finance, planning, reporting, administration, modification, and closeout), and closeout. Strong experience working with donors including USAID, EU, UN, Private Donors etc., and implementing partners. Demonstrate aptitude for managing interdisciplinary teams in a multicultural environment with significant interpersonal and communication skills to oversee tricky situations and produce meaningful results. EDUCATION

1995-2001 National University of Rwanda

2001-2004 Professional training with certificates

1. Level one Audit and Accountancy by

PRICE WATER HOUSE COOPERS

2. Advanced Audit and Accountancy by

PRICE WATER HOUSE COOPERS

3. Large Trader and Computer Audit by

PRICE WATER HOUSE COOPERS

4. Tax Fraud Recognition by

PRICE WATER HOUSE COOPERS

5. USAID Rules and Regulations: Grants & Cooperative Agreements by InsideNGO 6. Human Resources Management

Bachelor’s degree in business management

PROFESSIONAL EXPERIENCE

Research Triangle Institute-RTI International

FTF Kungahara Wagura Amasoko Prosper while expanding markets. Grants and Procurement Specialist Rwanda January 2024 -up to today Provide technical assistance, support, and review all grants generated by the Feed the Future Rwanda Kungahara Wagura Amasoko (FTF KWA) Project in Rwanda. Grants:

• Participate in grants management process & subcontracts for local organizations, including grant proposal tracking, review, and approval process.

• Maintain financial management files for grants and ensure audit trail for all necessary grant documentation.

• Maintain grant trackers for the pipeline and payment projections for grant management and fund disbursements; ensure trackers are updated and accurate on a weekly basis.

• Provide support during audit exercise.

• Monitor grants and procurement tracker daily.

• Support the Grants Manager to administer the Rwanda FTF KWA Grants Fund through day- to-day monitoring of all grant activities from fund set-up to closeout.

• Ensure all grants are administered in compliance with USAID policies and procedures, FTF KWA contract requirements, RTI policies, and other regulations.

• Ensure timely communication with potential grantees and suppliers with a customer service focus.

• Ensure timely financial disbursements and compliance with grants financial management policies, monitor all grant expenses, and provide regular updates on grant status.

• Support the Grants Manager to provide technical assistance as required to build the capacity of local partners, grantees and project staff in grants management and procurement.

• Prepare the request funds disbursements to grantees & subcontractors, paying close attention to targets, program progress, and projections.

Procurement:

• Contribute to the supply chain management efforts up to and including logistical support from the ordering point through the follow-up, expediting, and delivery of the required goods and/or services.

• Prepare RFQ(s) for assigned procurements such as materials, equipment, commodities, and services.

• Understand and ensure compliance with legal guidelines, Federal Export Control (if applicable), contracting principles, sourcing and price/cost analysis requirements.

• Conduct cycle inventory reconciliation and conduct planned inventory and post spraying inventory exercise and maintain updated asset and inventory records for FTF KWA.

• Manage and track the procurement goods and services for the project and grantees in compliance with approved procurement plans to ensure best value and within required lead times for a variety of requirements in Rwanda. Obtains technical input on specifications, costs, and quality.

• Effectively negotiate with suppliers on a wide variety of commodities (e.g., agricultural technologies, office equipment, vehicles) and services for the best overall value to the project and to manage the project’s procurement budget.

Save the Children International Rwanda

Awards and Partnerships Manager Rwanda/Burundi March 2021-August 2023 Proposal development

• When new funding opportunities are identified by Business Development team, work with them to ensure relevant documentations required as per SCI guidelines is managed in a timely manner and uploaded onto AMS by the Awards/AMS Officer.

• This will involve follow up against a defined check list and close coordination with the PDQ/BDM lead on the development of the proposal and budget and review of operational sections.

• Review all award agreements for management nuances and brief programme management on potential areas of risk, providing a summary of key areas.

• Directly link with the Member for timely issuance of necessary workflow and Fund Summary once award is approved.

• Lead the creation of SCI Directly Received SOFs and AMS approval processes by closely coordinating with RO, Center SCI Led funding teams.

• Work closely with NBD and Finance Director on summary report for presenting to SMT on funding gap analysis.

Awards Management & AMS Management

• Ensure all award cycle processes (opportunity identification to award closeout) are followed through workflows on AMS by the Awards/AMS Officer, including that all relevant information is uploaded in the system and maintained in hard copy.

• Put in place structures to support the effective dissemination of award information so that all key contributing staff have a clear understanding of requirements and expectations throughout the lifecycle of an award (opportunity to close-out).

• Ensure kick off meetings are done promptly for all new awards and that proper coding structure and budgets are communicated to budget holders.

• Lead member and local donor engagement and relationship management as the SCI focal point on awards, coordinate SCI /member reviews and revisions of proposals, budgets and agreements.

• Work closely with NBD on updating pipeline trackers and Provide information directly to the Finance Director on new awards that impact the Master Budget gap analysis on a regular basis.

• Play the lead role in developing overall analysis of budget vs actual expenditures (BVA) for monthly award review meetings with budget holders. Work with budget holders to ensure they develop and implement remedial plans based on agreed action points and closely review achievements in following month.

• Provide advice to staff on budget coding and reallocations in collaboration with Director of Programme Operations (DPO) and budget holders.

• Provide management information (awards summary) to Senior Management Team (SMT) and SC members via a portfolio analysis report on a monthly showing information on pipeline, active, awards under amendment, high risk awards and closed awards.

• Coordinate budget realignments, amendments, cost and no-cost extension requests going to the member and donor in a timely manner.

• Coordinate with program operations to ensure close out meetings are conducted in a timely manner. Ensure that all meetings are minuted and these minutes filed on AMS and follow up actions done.

• Ensure that the Awards Management System (AMS) is effectively maintained, up to date and accurately records the audit trail for all awards and sub-awards.

• Ensure that all Awards are linked in PPM PRIME.

• Ensure PART (Proposal & Award Risk Management Tool) been done timely, reviewed by member office and uploaded on AMS for all opportunities.

• Track and report Match gap to member offices and SLT Particularly PDQ. Work closely with member office on Match Gap

• Understand and analyze Awards Management KPI results, MI & RFT indicator results and provide management information to the SMT and identify improvements that can be undertaken to improve results in the Award Management. Strategic Portfolio Planning

• Working with the NBD develop strong portfolio analysis, funding assessments and donor landscape mapping.

• Support NBD & PDQ team by supplying necessary portfolio information to develop robust Funding Strategies.

• Ensure accurate and up to date information on the award portfolio is readily available to the SMT and the regional office.

• Working with the Finance Director to ensure that country offices have a clear framework for master budget development, cost allocation, monitoring of award budgets, phasing and forecasting, in particular ensuring alignment between the master budget and the funding tracker.

• Working with Head of development to update the pipeline tracker regularly. Partnerships – Sub-awards and sub-grantee management duties

• In collaboration with the Operations Director, have the Awards Management team support in undertaking partner assessments, legal vetting on AMS and preparation of partner agreements to ensure donor compliance requirements are factored into this.

• Capacity building and compliance support with all new and existing partners including regular monitoring and systems in place so that partner delivery meets donor expectations and requirements, in collaboration with programme operations.

• Ensure that all partner documentation including reports is uploaded onto AMS through spot checks of AMS data.

Donor Compliance

• Take part in all new award kick- off meetings leading on donor compliance to ensure requirements such as reporting deadlines, implementation period, amendment timing/procedures, audit and SCI award management policies are well understood, and a plan is in place to ensure these are met.

• Ensure potential issues and amendment requests are flagged promptly to donors via the relevant Save the Children member. This may include developing business cases where donor waiver/derogation requests need to be more thoroughly articulated or negotiated with donors.

• Collaborate with the member focal point to ensure that all donor compliance requirements are input into the AMS system before the fund summary workflow is run.

• Lead the donor compliance efforts at the Country level. Reporting

• Coordinate the Award Management team to ensure accurate and quality progress and financial reports are submitted to members and donors according to set timelines.

• Review all grant reports before being submitted to member/donor. Staff Management, Mentorship, and Development

• Support the Award Management team to strengthen knowledge and capacity of staff across all functions to manage awards and comply with donor requirements as relevant to their role by providing induction, training, and coaching consistent with their various roles and responsibilities.

• Manage performance of direct reports in the awards management work area through:

• Effective use of the Performance Management System including the establishment of clear, measureable objectives, ongoing feedback, periodic reviews, and fair and unbiased evaluations.

• Coaching, mentoring and other developmental opportunities.

• Recognition and rewards for outstanding performance.

• Documentation of performance that is less than satisfactory, with appropriate performance improvements/workplans.

USAID Rwanda

Acquisition and Assistance Specialist August 2014-Janvier 2021 BASIC FUNCTION OF THE POSITION:

• Write grants, cooperative agreements, contracts, and other procurement instruments, and preparing amendments/modifications to procurement instruments in support of the Mission.

• Review and recommend approval or revision of requisitions in the Global Acquisition and Assistance System (GLAAS);

• Review and recommend approval or revision of statements of work (SOW); drafts requests for proposal or quotations.

• Perform cost and price analysis; analyzes proposals or quotes received; drafts contracts and contract modifications; analyzes budgets; recommends special contract requirements.

• write Memoranda of Negotiation; and prepares other required documentation.

• Maintain up-to-date contract files and records, manages Contractor Performance Assessment Reports

(CPARs), and supports award closeouts. Provide guidance to supported Teams related to award modifications.

• Assist the Technical/DO Teams with Acquisition &Acquisition planning and advise on the selection of the appropriate A&A mechanisms to achieve program objectives.

• Collect and analyze data, and prepares and updates tracking tools in order to monitor pending actions; works with clients to assist in the preparation of justifications, waivers, deviations, and other. necessary approvals, as needed; and reviews GLAAS Requisitions (REQs) for completeness and clarity before endorsing them to the CO/AO.

• Conduct pre-award activities for highly complex competitive solicitations, assisting technical personnel in the preparation of required descriptions of proposed activities, including SOWs, specifications, and program descriptions.

• Apply a high degree of judgment and analysis when deciding among and between competing and often conflicting regulations and objectives, where the activities involved include multi-million dollar issues, often with significant political and/or legal implications.

• Work with the requiring office to develop evaluation criteria and determine the extent of advertising required.

• Prepare Requests for Proposal and Notices of Funding Opportunities for review by the CO/AO. Ensure compliance with FAR and AIDAR advertisement requirements, including publication of synopses and solicitations.

• Respond to offeror/applicant questions during the proposal submission phase; and determines the need for, and prepares, clarifying amendments as required for solicitation documents. As necessary, the Specialist holds pre-bid or consultative meetings with potential partners to fully explain the Agency’s needs and discusses solicitation documents.

• Evaluate applications and offers for responsiveness to solicitations, guides DO Teams in the review of the applications or proposals, and obtains reports and references, ensuring that any past performance of the offeror is relevant and of a high quality.

• Develop pre-negotiation cost objectives for approval by the CO/AO.

• Perform analysis of cost issues, considering economic conditions and factors of material, labor, and transportation costs; examines cost and pricing data submitted by offerors, to substantiate direct and indirect costs and profit; determines reasonableness of costs submitted; ensures data provided is consistent with USAID requirements on eligible geographic sources, and that salary structures are consistent with Agency policy; and, identifies circumstances that may require a waiver/deviation.

• Analyze cost proposals and technical scores from technical evaluation committees; and, based on the analysis, makes a recommendation to the Contracting Officer/Regional Contracting Officer to establish the competitive range.

• Negotiate with potential awardees; documents negotiations in writing; recommends the selected contractor/recipient; and prepares contract files to include making required certifications and determinations necessary for each A&A action.

• Lead pre-award assessment surveys of potential contractors or recipients, ensuring that offerors have adequate management, accounting, personnel, and procurement systems, and appropriate corporate leadership, resources, and quality control systems to satisfactorily carry out contracts, in order to ensure eligibility prior to an award being made.

• Prepare award documents that accurately reflect all discussions and provisions relevant to the type of award mechanism to be implemented.

• Organize and conduct orientation meetings with selected contractors, to ensure that mobilization efforts will be conducted efficiently, and that all terms and conditions of A&A instruments are clear and well-understood by all parties. The Specialist provides support in debriefings to unsuccessful offerors.

• Monitor performance as required by the terms and conditions of the award, through reviews of performance and reviews of financial reports.

• Administer the awards in his/her assigned developmental portfolio, monitoring funding levels and preparing incremental funding modifications; works with CO/AO and CORs/AORs to assure targets/milestones are set and being met (or that remedial action is taken), and that the overall goals of the activity are met.

• Ensure timely submission of technical progress reports, and works with the COR to develop Contractor Performance Assessment Reports (CPARs) that are consistent with implementation progress and performance; makes periodic visits to contractor work sites, and represents the Office at performance-related meetings; assists any client Missions to develop appropriate indicators for work plans and contract documents.

• Ensure contractors are fully compliant with performance standards contained in the Contract, and seeks corrective action in cases of non-compliance; expedites Change Orders or revisions when circumstances require it; and issues ‘show cause' or ‘cure notices,’ and/or recommends termination of contracts for default or for convenience and negotiates termination settlements.

• Analyze and take action to resolve procurement system review and audit findings, such as cost items questioned or unresolved; supports recommendations with detailed analysis of each cost, category, or element as necessary; prepares necessary documents to resolve all aspects of audits, questioned or ineligible costs, and accounting issues; and, presents documentation to the CO/AO for signature.

• Review completed (after physical completion) contract files to determine that all contractual actions are satisfied, and that there are no pending administrative actions to be resolved; ensures that all file documents are signed, that there are no litigation actions pending, and that the contract is complete in every respect and ready to be closed; and, ensures that contracts nearing anniversaries or completion have a completed performance report from the COR/AOR, and submits reports to the Contractor for comment.

• Conduct closeout of acquisition and assistance awards (i.e., contracts, task orders, grants, cooperative agreements) after completion. This includes ensuring contract audits are conducted in a timely manner, preparing performance documentation, and resolving outstanding issues noted in audits. Save the Children International Rwanda

Awards and Partnerships Manager August 2010-July 2014 Financial Planning

• Support awards and proposal budget development and preparation

• Prepare monthly, quarterly awards / donor forecasts.

• Review Fund Summaries and update as per donor and SCI/ Member awards conditions Awards and Donor Reporting

• Prepare monthly, quarterly donor financial reports.

• Prepare donor fund transfer requests and invoices on monthly or quarterly basis.

• Prepare monthly Budget vs Actual reports for budget holder’s review.

• Support monthly budget holders budget monitoring meetings. Awards management

• Coordination of Award Kick-Off meetings.

• Support award close-out, helping project managers to ensure all tasks are completed as per the close out checklist and that all required close-out documentations are kept on file.

• Ensure award close out processes are officially completed in AMS.

• work with the Awards Management team to ensure continuous improvements in relation to awards budgets, and to ensure the connection between awards budget and annual budgets / forecasts. Donor Compliance

• Liaise with members to ensure that all appropriate donor formats are available in-country.

• Support the Budget holders to identify potential issues and amendment requests and ensure they are flagged promptly to donors via the relevant Save the Children member.

• Support the country office to ensure robust and comprehensive records are maintained for all awards to meet audit requirements.

• Work with internal and external auditors as necessary. Award Management System (AMS)

• Ensure that all opportunities, proposals, contracts and amendments with donors are processed and approved through AMS and the system is an accurate reflection of current award status at all times.

• Ensure all partners and sub-award agreements are uploaded into AMS.

• Ensure that all adequate attachments appear on AMS and are retained as part of the award audit trail.

• Update awards files and ensure they are up to date with all relevant documents. Partnership capacity building

• Undertake partner capacity assessments and reviews

• Develop and support partners’ capacity building and monitoring plans

• Support program staff to comply with Save the Children partnership policies and procedures, and ensure all implementing partners undergo legal vetting and that the appropriate agreements are completed prior to commencing work with Save the Children

• Undertake partner capacity building in financial planning, management and control. External Grants Audit

• Support grants audits and follow up on recommendations. Finance and Grants Analyst

Intrahealth/HIV-AIDS Clinical Services Program

(HSCP/USAID) Rwanda July 2008-July 2010

Financial Management

• Manage financial functions in compliance with Intra Health Finance and Administrative procedures and policies working closely with the Operations and Support Team Leader.

• Monitor the financial activities of all expenditures completing monthly financial reporting in a timely manner and work closely with the respective bank in Kigali and all check processing.

• Apply software packages and all other Intra Health financial and accounting systems.

• Analyze and interpret financial data for appropriate policy and management decisions and responds to questions from the Intra Health senior management team, and country program managers

• With the Operations and Support Services Team Leader, help oversee the annual project budget development and budget review process.

• Declare all social benefits & PAYE respectively to CSR and RRA on a monthly basis

• Monitor the project banks accounts and prepare the cash books for each month

• Assist the OPS Team Leader for responding to all issues raised by HQ finance regarding previous financial paperwork

• In collaboration with the OPS TL Prepare and submit to Head Office finance unit no latter the 15th of each month all financial statements, time-sheets, cost-shared data and WAER calculation

• Control advances reconciliations, reconcile accounts weekly and monthly and meet with the OPS Regularly regarding the financial status

• Prepare the budget forecast each month in collaboration with all units and submit it to the OPS TL for approval

• Verifying data entry in QB and review the monthly financial report submitted by the Sub grantees in collaboration with Field Accountant.

• Review all payments and advances requests prepare by the accountants and submit to the OPS TL for approval.

• Contribute to the preparation and monitoring of the annual budget

• Prepare the VAT claim on a monthly basis and do the follow-up of the VAT refund

• Supervise accountant and field accountants and build their capacity on all accounting systems and procedures, and increase their knowledge in the use of QuickBooks Software.

• In collaboration with the OPS TL, implement the external and Internal audits recommendations Act as OPS Team Leader during his absence.

Grants Management

• Lead in the institutional capacity building activities of the sub-grantees in accounting, grants management

• Lead in the Preparation, Coordination and Monitoring of Sub-partners’ budget information disbursements, and reporting as requested

• Comply with accounting, procurements and finance policies and procedures in accordance with USAID project requirements, as well as Intra Health and Hewlett-Packard policies

• Lead in the tracking and Monitoring of Sub-partners’ expenditures and burn rates at a monthly basis. Reporting, administration and monitoring of the Sub Contract Sub grants awards financial reports for the USAID grants

• Supervise and participate in the recruitment all field officers and field accountants and lead in the performance evaluation.

• Interface with Field officers and Support Team to monitor sub-contractors/sub-grantees financial reporting data and provide a regular feedback on key findings results

• Lead in the capacity building of sub-grantees’ accountants by organizing refresher trainings in all accounting principles, reporting of financial data, cash flow management, bank reconciliation and filling to comply with USAID requirements

• Lead in the performance evaluation of sub-grantees in Grants and Organization Management

• Control advances reconciliation and reconcile accounts on a weekly basis

• Review and Analyze field generated monthly report for accuracy and adherence to USAID rules and regulations

• Provide support to field office accountants on general accounting issues in coordination with program field officers

• Lead in the Grants Audit of Sub-grantees and ensure all recommendations are put in place

• Assist the field Accountants to compile the consolidated monthly sub-partners financial report per district

• Work with program Managers in implementing action plan within agreed budget. Rwanda Network of People Living with HIV/AIDS (RRP+) National Aids Control Commission’s Umbrella (Civil Society) funded by Several International donors USAID, ONUSIDA, UNICEF, WORLD BANK, CARE, FAO, Lux Development, GLOBAL FUND etc. Administration and Finance Manager

February 2005- May 2008 Rwanda

Responsibilities:

1. Financial Management

• Be the lead reference point on all financial matters which includes formulating financial strategic direction, advice and supporting the Executive Secretary to assess the implications of financial issues in the short and long term.

• Processing of accounting transactions and follow-up on financial discrepancies, errors and inconsistencies.

• Develop and oversee financial management policies and practices which are aligned to the needs of the RRP+ and its different donors and partners, reflect good practice and ensure that all donor’s financial and procurement requirements are adhered to.

• Manage and ensure all donor’s financial and procurement requirements (Global fund, PEPFAR, USAID(CHAMP), ONUSIDA, UNICEF, CARE, FAO, Lux Development, CNLS, MAP, World Bank, etc) and other partners agreements (CNLS, Ministry of Health, Local Government, Associations/Cooperatives etc)

• Compile and manage budgets and forecasts through the participatory involvement of Program Managers, ensuring that Program Office and Project budgets are harmonized and are effectively monitored to raise efficiency in the use both RRP+ core funds and external funding.

• Provide expert advice and Support to Program Managers on setting, implementation and review of project budgets and financial reporting, ensuring that project budgets are effectively managed in line with agreed funding terms and expenditure plans and that project financial reports are prepared and submitted according to set deadlines and to a high standard.

• Analyze monthly financial management reports and to advise the Executive Secretary and the Board on any variances in expenditure.

• Coach Managers and staff in all matters relating to financial management in order to build staff capacity for the future.

• To lead in the External Audit of Annual statements and ensure the implementation of audit recommendations.

2. Operations development and management

• Ensure the quality and consistency of implementation of administrative, logistical and financial procedures and practices across all program areas and identify where smarter working is possible. Ensure the procedures manual is kept up to date and that any changes are communicated to all staff Coordinate and implement effective administration of all IT related matters.

• Ensure that procurement and logistical process and procedures are followed and supervise the procurement team.

• Manage and negotiate contracts between RRP+ and all providers (IT, travel, housing, equipment, trainers etc)

• Take overall responsibility for ensuring that systems are in place to safeguard RRP+ and donor’s assets and advice on the use of resources that minimizes waste.

• Contribute to the development of the strategic plan and work closely and collaboratively to assist RRP+ in delivering its objectives.

• Represent RRP+ at a variety of internal and external events and meetings as appropriate, as well as to build and establish relationships within relevant government departments to ensure the smooth processing of project agencies and committee members approval and authorization

• Handle inquiries from staff, other organizations, the public, donors, and government

• Assist with setting agendas and takes minutes for management team meeting and assist in the coordination of attends annual general assembly meetings, workshops, conferences and committee meetings

• Follow up the dossiers in relation with Rwanda Social Security, Rwanda Revenue Authorit, Banks etc.

3. Staff Management and Leadership

• Interpret and apply RRP+ staff policies with regard to security, health and safety, administration and benefits consistently and effectively and ensure that all staff are aware of these policies

• Take a lead in all staff recruitment and selection processes. This includes working with others managers to develop recruitment materials, set timeframes and coordinate staff induction.

• Prepare training needs assessment for the staff

• Provide and supervise partners’ trainings in different areas of expertise by providing technical assistance in budget preparation, venues selection and logistics and

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