World Vision International Administration and Logistics Manager Jobs in Rwanda
World Vision International Administration and Logistics Manager Jobs in Rwanda
Purpose of the positionTo 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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