World Vision International Administration and Logistics Manager Jobs in Rwanda

World Vision International Administration and Logistics Manager Jobs in Rwanda


Purpose of the position

  • To provide overall management of administrative functions such as office management, logistics management, assets management and guest relations; in order to contribute to the measurable improvement of the well-being of vulnerable children and communities in Rwanda.

  • The job holder is also responsible for providing leadership to the administration team and management of the administration budget to ensure organizational effectiveness.

    The major responsibilities include:

    % Time

    Major Activities

  • End Results Expected

    30%

    General Office Management

  • Coordinate administrative functions, harmonizing with other departments/units as much as possible.

  • Secure safe premises for offices & residential houses and negotiate favorable contracts with Landlords.

  • Ensure all staff have a safe and optimal work environment.

  • Continuously review office space utilization to ensure optimum allocation and that all staff have sufficient work space.

  • Ensuring office is stocked with necessary supplies and all equipments are working and properly maintained.

  • Ensure all repairs and maintenance of the building and all the surrounding areas are carried out as appropriate.

  • Oversee smooth operation of the outsourced service providers for office and facilities maintenance.

  • Ensure a high quality filing system including archiving is in use.

  • Develop, review and improve administrative systems, policies and procedures and ensure they are consistently applied across the organisation.

  • Ensuring compliance to the workplace health and safety measures being undertaken by the organization all the time

  • Assist in conducting fire and safety trainings and drills.

  • Quality service rendered by the administrative functions

  • Effective Facilities Management

  • Safe and comfortable work environment

  • Availability of office supplies and proper maintenance of equipments

  • Working office facilities and surroundings well maintained

  • Satisfactory services rendered by the service providers

  • Quality filing system and effective archiving in place

  • Compliance with up to date administrative systems, policies and procedures

  • Adherence to health and safety measures in the workplace

    20%

    Logistics Management

  • Monitor the implementation of fleet Management standards and systems to ensure efficient and effective use of vehicles and transportation services in support of program objectives.

  • Ensure that WV Rwanda fleet is operated safely and efficiently as per fleet policy

  • Keep abreast of rules and regulations pertaining to vehicle maintenance, certification and disposal; and ensuring WV Rwanda adheres to the same.

  • Ensure proper
    management of WV Rwanda warehouses and stores.

  • Ensure proper use of utilities in offices and residences.

  • Ensure proper administration of the lease contracts of offices, warehouses and residents as appropriate.

  • Effective, efficient and safe fleet

  • Compliance with laid down rules and regulations

  • Effective management of warehouses and stores

  • Utilities well managed

    20%

    Assets Management

  • Ensure effective utilisation and safe guarding of WV Rwanda assets in a most cost-effective manner and according to WV Rwanda policies and procedures.

  • Put in place assets tracking systems and regularly review the assets movements within the organization.

  • Ensure proper disposal of old and unwanted assets and inventory.

  • Ensure a proper maintenance of all assets register and inventory.

  • Safe custody of WV Rwanda assets

  • Assets tracking systems in place

  • Disposal procedures properly followed

  • Updated assets register and inventory in place

    15%

    Guests Relations

  • Ensure that all guests are facilitated effectively to portray excellent organisational image and promptly address any issue/gap.

  • Manage schedules for important office events including major meetings, conferences, workshops and ensure appropriate hotels/venues are booked on time

  • Ensure the smooth and adequate flow of information within the organisation to facilitate other business operations

  • Foster and facilitate cooperative professional relations between Administration Unit and other units/departments, particularly in relation to the provision of office services.

  • Represent World Vision Rwanda positively and professionally in both internal and external relations and situations.

  • Timely and effective facilitations provided to guests

    Qualification required

  • Bachelor’s degree in Business Administration, Management, or related field

  • 3 years of experience in administration and logistics management

  • In-depth understanding of office management procedures and best practices

  • Ability to communicate precisely and clearly both in written and verbal

  • Excellent organizational and multitasking abilities

  • Strong problem solving skills

  • Proficiency with computers, especially MS Office

  • Familiarity with budget planning and enforcement, human resources and customer service procedures

    Additional Skills, Knowledge and Experience

  • Ability to plan for and keep track of multiple projects and deadlines

  • Able to work in a cross-cultural environment

  • Demonstrate willingness to learn from others and work as an effective team member

  • Knows local road rules and travel routes in Rwanda

  • Knowledge of French is an added advantage.

    How to Apply

    For more information and job application details, see; World Vision International Administration and Logistics Manager Jobs in Rwanda

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