Logistics and Admin Assistant at International Alert: (Deadline 31 December 2022)

Job Title

Logistics and Admin Assistant

Reports to

Finance and Operations Manager

Management Responsibility

None

Job location

Rwanda

Grade

5.2

Contract Duration

One year renewable

International Alert

International Alert has been working for over 30 years with people directly affected by conflict to find peaceful solutions.

We believe in a world where people resolve their differences without violence and can build a more peaceful future for their families and communities.

We build a more peaceful world by collaborating with people from across divides to resolve the root causes of conflict, because everyone can play a part in building peace, every day.

We work alongside local communities, partners, businesses, and policymakers to turn our in-depth research and analysis into practical solutions and action on the ground.

And we bring together people from the grassroots to the policy level to inspire and amplify the voice of peace, because it is only together that we can achieve change. To learn more about how and where we work, visit www.international-alert.org.

Job Purpose

Reporting to the Rwanda Finance and Operations Manager, the post holder will support International Alert Rwanda in all logistical and administrative activities.

Duties and Responsibilities

• Assists in the orientation of new staff, interns, and consultants by providing them with the necessary documents and materials for orientation.
• Maintain an updated Contract Register with appropriate details for the program staff, consultants, and sub-contractors including all the amendments.
• Keep track, issue and receive stocks of expendable items like stationery, cleaning materials and ensure the database is always updated.
• Ensure the quality of Alert’s facilities in Rwanda, including workspaces, property and equipment as well as service provision relating to the upkeep, maintenance and security of facilities according to International Alert Rwanda standards
•  Ensure all administrative documents necessary for the proper functioning of the office and staff are obtained from the relevant authorities.
• Assists other team members in preparing and formatting letters and other documents, including activity and expense reports, PowerPoint presentations; develops and maintains an efficient electronic and hard copy filing system.
• Take minutes at team meetings and contribute to excellent internal communication in the office.
• Keep the office in good order and safety; ensuring that leases are kept up-to-date and facilities such as water, electricity, etc. are maintained.
• Report on the stock status of office supplies and assist in the stock replenishment in due time.
• Maintain an inventory of all Alert assets.
• Oversee effectiveness and timely renewal of all insurance policies.
• Monitor the drivers schedule, review motor vehicle log sheet and monthly summary and advise any deviations being observed.
• Prepare and process Mobile Money payments to business partners on a regular basis and subsequent posting replenishment and reconciliation of Mobile Money transactions in the Finance System.
• Maintain staff advance monitoring sheet and ensure that staff advances, and travel floats are issued and justified strictly within International Alert Rwanda guidelines
• Assist the Finance and Operations Manager to draft solicitations and technical specifications to ensure completeness, accuracy, and competitive qualities, and generates bid matrix and compiles procurement documentation.
• Provide support with filing HR and financial documents.
• Any other duties which contribute to the smooth running of International Alert Rwanda, as required by the Supervisor.

Travel requirements

The position is based in Kigali city  with  possible travel to the districts in which we work.

Bachelor’s degree with 2^nd class upper division in logistics, Finance, Accounting or Business Administration

At least 3 years’ experience in finance, administration, logistics, front office management

Fluency in English, French and Kinyarwanda

Tolerant individual with ability to work with people from different background and with flexibility and able to work on overtime, when requested

Capable of working under stressful and difficult conditions.

Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities

Proficiency in computer skills, especially in MS Office (Excel, Outlook, Word etc).

 Mature individual, able to work independently, effectively and harmoniously with colleagues from varied cultures and professional backgrounds at all levels.

At least 1 year of experience providing admin support for NGO for USAID funded programs.

Experience in procurement and demonstrated knowledge of USAID rules and regulations for recruitment and procurement.