JOB AT Water For People (WFP) : Office Administrator : ( Deadline : 30 April 2019 )

JOB AT Water For People (WFP) : Office Administrator : ( Deadline : 30 April 2019 )

Job Title: Office Administrator

Reports to: Finance and Admin Assistant

Duty Station: Gasabo District, Remera Sector, Rukili I Village; KG 626St, House #11.

Supervisory Duties: Office Assistant

JOB SUMMARY:

The Office Administrator will contribute to the necessary activities for the development, implementation, and operation of Water For People’s program in Rwanda. S/he will be responsible for proper management of Water For People assets, logistical arrangements, welcoming and orientation of visitors, responding to correspondences as may be needed, receiving, submitting and filing in and out correspondence.

ESSENTIAL JOB FUNCTIONS AND DUTIES:

Clerical duties

Maintain all office correspondence and ensure proper filing of documents;
Schedule meetings;
Set appointments for meeting as needed;
Take care of meeting details, staff management meetings and take the minutes;
Assist in photocopying and printing of various documents as needed;
Answering phone calls;
Welcome visitors and direct them to the appropriate offices

Provide administrative support for the operations team

Manage staff schedules;
Assist program staff in preparation of field trips, ensuring that logistical arrangements are made a few days before field trips
Manage Water For People Rwanda ‘s petty cash in accordance with the organization ‘s Procedure Manual;

Logistic duties

Ensuring office premises and assets are used effectively;
Ensure proper maintenance of the office building and other facilities in the organization, keeping a list of electricians, plumbers, masons and other technicians to carry out repairs whenever there is a need;
Make travel arrangement including pick up, drop off, hotel accommodation for Water For People- Rwanda staff traveling abroad and incoming visitors;
Responsible for purchases for the office stationaries;
Control Water For People vehicles, including reviewing and analyzing vehicle log book records and assist the Finance team in preparation of monthly logbook report

Knowledge and Skills:

Excellent written and verbal communication skills
Customer-service oriented
Able to complete complex administrative tasks with minimal supervision
Good computer skills.
Ability to read, write, and speak English and Kinyarwanda.

Competences

Connects to the Mission – Embraces the mission of Water For People and is passionate about advancing the dynamic role it plays a leading social impact in international development.
Demonstrates Ethics and Integrity – Understands ethical behavior and business practices, and ensures that own behavior is consistent with these standards and aligns with the values of the organization.
Manages through Ambiguity – Demonstrates flexibility and adaptability in responding to change and ambiguity.
Demonstrates Cultural Awareness – Able to engage the wide range of stakeholders from a variety of backgrounds and cultures.
Action-oriented – Maintains an attitude of open, curious and proactive learning, continually expanding own area of understanding and expertise.
Connects with others – Listens and fosters open communication through questioning, dialogue, and information sharing.
Self-confident – Demonstrates humility, mature confidence, and courage to innovate, risk, and lead in own role.

Qualifications, knowledge & skills required

At least a bachelor’s degree in Communication; logistics, Finance, accounting or Secretarial with at least 2 years working experience.
Valid driving license would be an advantage.

Female candidates are preferred and invited to send their application/motivation letters, academic documents, and CV at Water For People—Rwanda via email at rwanda@waterforpeople.org no later than Tuesday,30th April 5:00 pm local time.