JOB AT Oxfam Rwanda : Office and Logistics Assistant : ( Deadline : 22 April 2019 )
Office and Logistics Assistant (INT5507)
Oxfam is a global movement of people working together to end the injustice of poverty.
Oxfam’s vision is a just world without poverty. We are a confederation of 17 Oxfam affiliates working across the world as one Oxfam International on goals that support our shared vision. We want a world where people are valued and treated equally, enjoy their rights as full citizens, and can influence decisions affecting their lives.
Oxfam Rwanda programme has developed its Country Strategy for the period of 2015 – 2020 and identified interventions which align with its mission – to ensure that poor women, men and youth enjoy equal rights and benefit from fair and inclusive development. Oxfam delivers a combination of long term programme interventions, responses to humanitarian crises, and advocacy/influencing activities to drive the strategy outcomes. Oxfam in Rwanda is currently implementing projects in the following four pillar programmes: Gender Justice, Sustainable Livelihoods, Participatory Governance and Humanitarian response and preparedness.
We seek to hire an experienced Rwandan national for the following position: Office and Logistics Assistant
Location: Kigali – Rwanda
Salary: Competitive
Duration: 1 year Renewable.
Availability: Immediately
Job purpose: To promote an image of Oxfam as a welcoming and professional organisation, reception duties and telephone communication as well as general Office administration matters in an efficient and professional manner. To support the Operations Officer in daily work and coordination of activities.
Reporting lines: Operations Officer
Staff Reporting: None
Major Responsibilities:
Office Reception
Receive and assist visitors to the office courteously, answering queries and providing information while being as prudent as possible.
Ensure high customer care to the incoming and outgoing visitors to Oxfam office
Assist visitors to leave messages where the staff member desired is not around and ensure that the messages are received.
Organise the notice boards at the reception area and outside the entrance to the office, regularly displaying important and useful information for the attention of members of staff.
Office Telephone Communication & Office Support
Manage office telephone communication effectively, by:
Receiving all incoming telephone calls in an efficient and courteous manner.
Recording all incoming messages for staff when they are absent and ensuring messages are distributed and followed up appropriately within the office.
Ensuring urgent messages are followed up accordingly by the front desk and the staff member concerned.
Receiving telephone bills, cross-checking that they are reasonable and raising payment requisition to finance department, which will ensure payment.
Responsible for the management of stationery and other office supplies as per Oxfam Standards. Monitor use and ensure accountability by relevant staff.
Responsible for filing and retrieval systems of administration specific records including designing new systems that enhance efficiency.
Office Procurement Roles
Assist the Operations Officer in raising and sending out quotations whenever required.
Support in updating the requisition-tracking into Herios system each time a requisition has been accepted by logistics and at any stage of the procurement process.
Filing procurement documents.
Office Store and stock control
Liaise closely with the Operations Officer regarding any deliveries to the store.
Ensure all waybills and delivery notes are duly signed and returned on time.
Upon receipt of any item and cargo, thoroughly examine / inspect to ensure it confirms to what is in the delivery note and note any discrepancies.
Update bin cards as well as stock report in respect of any items received into the warehouse.
Ensure that waybills, delivery notes, arrival notes and any other documents are properly filed for future reference.
Ensure that all stores ledgers and other records are kept to minimum acceptable standards.
Update the staff of items as soon as they are received into the warehouse/stock.
Produce weekly and monthly stock reports.
Liaise with the programme staff regarding any stock requests
Manage Fight and Accommodation Bookings
Ensures that travel and accommodation bookings are made promptly and in the most cost-effective way.
Ensures prompt settlements of bills for suppliers of travel and accommodation services including analysing of supplier bills monthly.
Ensures that visitors to Oxfam are provided with the required information about the country including advice of visa requirements, welcome and security guidelines pack.
Ensures that staffs travelling have relevant and valid documents including visa, vaccination certificates, etc and supporting documentation for payment
Technical Skills, Knowledge and Experience
Relevant degree or diploma and or professional qualifications in Administration, Logistics, supply chain, finance or management.
2 years’ Experience in Office administration or Logistics
Computer literate, Conversant with Ms Word and Ms Excel packages.
Excellent level of spoken and written in English, French and Kinyarwanda
Able to work with minimum supervision, also attention to detail and excellent numeric skills.
Excellent social skills and demonstrated ability to be a team player
Flexible, able to work under pressure and in response to changing needs.
Ability to work in multi-cultural team
Our values and commitment to safeguarding
Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and promoting the welfare of children, young people and adults. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.
We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply.
Note: All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.
How to apply:
Interested and qualified candidates should submit their applications including recent curriculum vitae (CV) with contact details (phone and email address) of your most recent line manager as part of your referees and motivation letter
About us
Oxfam is a global movement of people working together to end the injustice of poverty. That means we tackle the inequality that keeps people poor. Together we save, protect and rebuild lives. When disaster strikes, we help people build better lives for themselves, and for others. We take on issues like land rights, climate change and discrimination against women. And we won’t stop until every person on the planet can enjoy life free from poverty.
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