Administrative & Logistics Officer at Spark MicroGrants: (Deadline 23 September 2024)

Administrative & Logistics Officer at Spark MicroGrants: (Deadline 23 September 2024)

We are hiring an Administrative & Logistics Officer-Rwanda

ABOUT SPARK MICROGRANTS

Spark Microgrants believes in a world where everyone lives with dignity and determines their own positive future. Decades of prescriptive aid have sidelined the poor from the very programs meant to uplift them. We believe in local solutions and catalyzing rural villages facing poverty into action. At the heart of Spark’s model, the Facilitated Collective Action Process (FCAP), are ‘town-hall’ style weekly meetings, in which women, men, young, old, plan together for their community’s future. Each village elects a leadership committee, establishes a village savings account, and launches a project of their choice. Members receive training on financial management, transparency, leadership, village planning, and advocacy.

Spark trains partner organizations and works with governments to scale the FCAP as the model of choice to advance social and economic development, improve lives, and secure lasting change. Spark is now active in 500+ villages in 6 countries, improving the lives of over 560,000 people.

In Rwanda the Spark Microgrants, in collaboration with MINALOC and LODA, is implementing the FCAP in locations of Burera, Gakenke, Gicumbi and Huye districts under a memorandum of Understanding to implement the FCAP in 249 partner communities currently.

As a team, we share a set of common values that shape how we work. These are:

• Facilitators. We don’t impose; we enable others to generate impact.
• Community-driven. We are motivated by what is best for the community.
• Process-centered. The how of what we do is just as important as the what.
• Our vision and values live in everything we do.
• We seek opportunities and are willing to take risks to serve our community partners better

ABOUT THE ROLE

This role is crucial as we adapt and scale our model to engage and empower families facing poverty in local planning and action. The position supports all Spark activities in Rwanda, overseeing office administration, planning, coordination, and the delivery of critical tasks to ensure the smooth operation of office activities, while also supporting the leadership of Spark Rwanda. The Administrative and Logistics Officer is responsible for ensuring efficient office operations, managing administrative and logistics procedures, and working closely with the Finance Manager to ensure transparent and fair procurement of goods and services in compliance with Spark’s procurement and financial regulations. The role also involves handling ad hoc requests as they arise.

You will be responsible for ensuring that Spark offices in Rwanda (Kigali, Musanze, and Huye) run efficiently, handling all administrative and operational tasks.

RESPONSIBILITIES

Administrative Tasks

• Oversee the daily administrative operations of Spark’s Rwanda offices (Kigali, Musanze, Huye).
• Manage the scheduling of meetings, conferences, and events, including the booking of venues and coordination of travel arrangements.
• Develop and maintain office filing systems, ensuring that documents are properly stored and easily accessible.
• Assist with the onboarding process for new employees, including setting up workspaces and providing necessary resources.
• Ensure compliance with Spark’s administrative policies and local regulations.
• Act as the main point of contact for internal and external communications, ensuring timely and effective information flow.
• Prepare and monitor the office budget, ensuring expenditures are within approved limits.

Logistics Tasks

• Coordinate the logistics of all program-related activities, including the transportation and accommodation of staff and stakeholders.
• Manage the inventory of office supplies and program materials, ensuring adequate stock levels.
• Supervise the distribution and maintenance of office equipment (computers, printers, phones), ensuring they are operational and available when needed.
• Oversee the maintenance of office facilities, ensuring compliance with health and safety regulations.
• Optimize the use of office space to accommodate the growing needs of the team and operations.

Procurement Tasks

• Manage the entire procurement process, from identifying needs to purchasing supplies and services.
• Ensure that procurement activities are conducted transparently and in line with Spark’s procurement policies and financial regulations.
• Negotiate contracts with vendors to ensure cost-effective purchasing and timely delivery of goods and services.
• Maintain relationships with suppliers and service providers, ensuring they meet the office’s requirements and quality standards.
• Prepare and process invoices, ensuring that payments are made on time and in accordance with contract terms.
• Assist in preparing for internal and external audits by gathering necessary documentation and supporting auditors during the review process.

WHO WE ARE LOOKING FOR:

Essential:

• Education: A bachelor’s degree in Management, Human Resources, Business
• Administration, Supply Chain, or a relevant field.

Experience:

• Minimum of 4 years of relevant work experience in logistics  and office administration.
• High proficiency in MS Office software applications and technology for efficiency and information sharing.
• Good understanding of competitive procurement practices.
• Demonstrated ethics and integrity.
• Strong collaboration and interpersonal skills.
• Excellent organizational skills with an emphasis on planning and attention to detail.
• Strong understanding of and dedication to strict confidentiality.
• Specialized training in administration and logistics operations and practices is an added advantage.

Technical Proficiency:

• Strong knowledge of MS Office suite and Google Workspace (Google Docs, Sheets, Slides, and Forms).
• Familiarity  with collaboration tools     (e.g.,   Slack, Trello,  Asana)  used for administrative functions.

Communication Skills:

• Excellent oral and written communication skills.
• Ability to communicate effectively in both English and Kinyarwanda, both written and spoken.
• Ability to communicate clearly and concisely, tailoring messages to the audience.
• Flexibility: Ability to adapt to change and work in a dynamic environment.

WHY WORK WITH US?

• You will be joining a dynamic team that hails from ten countries around the world and is committed to our vision
• You will have the freedom and autonomy to make your role your own. We want to hear your innovative ideas, your vision for the future, and your critical questions.
• We respect and value work-life balance and your need for downtime, vacation, and reflection.
• You will join a dynamic and growing organization with a clear pathway to learning and career advancement.

OTHER INFORMATION:

• Location will be Kigali – Rwanda.
• We will agree on learning and performance objectives for an initial probation period lasting three months from on-boarding.

Application Closing Date: Rolling Basis

All applications should come through  the  link: https://sparkmicrogrants.bamboohr.com/careers/115 No later than 23rd september 2024

In addition to salary, Spark offers other benefits, including generous paid time off and family leave, monthly communications and professional development stipends.

EQUAL OPPORTUNITY

Spark Microgrants provides equal employment and advancement opportunities to all individuals. Employment decisions at Spark are based on merit, qualifications, and abilities. Spark does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, sexual orientation, national origin, gender identity, age, disability, marital status, or any other characteristic protected by the law. Spark will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in undue hardship to daily operations.

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