Position Title: Administration and Procurement Officer
Duration: One Year with possibility of renewal
Department: Water For People/USAID ISOOKO Y’UBUZIMA PROJECT
Supervisor’s title: Finance Manager
Organizational context:
Water For People is an international non-governmental organization (NGO) that works with people and partners to develop innovative and long-lasting solutions to the water, sanitation, and hygiene problems in developing countries. The organization strives to continually improve, experiment with promising new ideas, and leverage resources to multiply its impact.
Water For People is currently operating in 9 countries including Rwanda where Water For People is supporting WASH in the Districts of Rulindo, Kicukiro, Gicumbi, and Karongi.
Water For People has secured funds from the United States Agency for International Development (USAID) to finance the USAID THRIVE WASH project in 10 Districts of Rwanda from 2021 to 2026.
It is against this background that Water For People in Rwanda is seeking to recruit an Administrator and Procurement Officer with the following qualification and competencies for the THRIVE Project.
Position objective:
The Administration and Procurement Officer is responsible for the Human Resources administration, logistics, and procurement to facilitate the project’s effectiveness and efficiency in coordination with the Finance Manager. S/he works closely with project and service providers to ensure that project administration and procurements are compliant with USAID policies and procedures.
Essential job functions and duties:
General Administration
- Provide logistical support to all programs, meetings, etc.
- Establish policies, procedures, and work schedules for all support staff.
- Contribute to team effort by accomplishing related results as needed.
- Ensure regular staff meetings and reflections including management of staff minutes.
- General Administration of local contracts drafting of contracts/ agreements.
- Complete filing and safe custody of the contracts.
- Provide administrative and logistical support to staff based in Kigali, and the Field Offices.
- Ensure that international employees posted in the country acquire legal instruments (Work Permits, Resident Permits, Visa) to enable them to perform their duties uninterrupted.
- Manage security and internal controls for the department.
- Assist project staff with all professional administrative procedures including processing requests for visas, addressing diplomatic papers and procedures, etc.);
- Assist the project staff with all traveling procedures: mission orders, flight tickets, booking of hotels, processing of expenses claims, etc.;
- Manage the filing and archiving of administrative and technical documents and update registers regularly;
- Maintain relevant internal databases and files; keeps track of contractual agreements and purchase orders;
- Maintain a proper and systematic archive system
- Guard all project records and software against unauthorized people by employing appropriate control.
- Manage maintenance and repair works of the office facilities.
- Perform a wide range of office support, for events and workshops contributing to the efficient and effective management of the administrative and procurement activities.
- Serve as point of contact for IT and ensure implementation of the IT policy in the country.
- Arrange for routine equipment servicing or repairs when necessary and manage replacement plans.
- Maintain an updated organization asset registry.
- Create/manage a centralized filing system for all administrative letters, correspondences, and contracts including an updated file index list.
- Ensure that drivers and office assistants and all other direct reports receive proper supervision, including coaching/mentoring, capacity building.
- Transport management and delivery of all materials required in districts of operation.
- Ensure that all project vehicles are in excellent and road-worthy condition (insurance, tax, repair, and maintenance, etc.)
- Manage vehicle logbooks (ensuring that each vehicle has a logbook, drivers fill the logbook at the end of each trip, checking the accuracy of the logbooks, etc.)
- Fuel management (including periodic analysis of fuel consumption for each vehicle to determine efficiency and perhaps abuse)
- Line management of drivers.
Human Resource Management
- Lead staff recruitment, induction, facilitation of training and development, drafting job descriptions, informing new employees about conditions of employment, managing performance management process, staff compensation management, staff offboarding, etc.
- Maintain a safe and secure work environment.
- Prepare payroll
- Manage employment agreements and ensure that these agreements are renewed in due course.
- In coordination with Project Management Team, complete all THRIVE WASH administrative procedures (job advertisement, collecting CVs, shortlisting against criteria, interviews, drafting employment contract, etc.).
- In coordination with WFP HR officer and COP, ensure that all project staff set performance objectives and participate to the staff performance reviews.
- In coordination with WFP HR Officer, maintain personnel files (including annual and sick leave records) and prepare payroll for national staff/employees assuring that all amounts and deductions are made accurately, and monitor employee time keeping.
Procurement
- Ensure the integrity and transparency of the procurement process and compliance with the USAID and WFP Financial Regulations and Rules and relevant internal policies;
- Implement proper procurement planning every year in coordination with relevant Teams to ensure cost-effective solicitation of goods and services;
- Identify and fully understand the details and conditions of the best procurement methods to be used for maximized competitive bidding process through pre-qualification exercise,
- Submit for approvals agreements and contracts to the Finance Manager for review;
- Provide clarifications and advice on THRIVE procurement procedures and practices; respond to queries about the status of delivery raised by requisitioner and about payment and other matters raised by the suppliers;
- Coordinate and facilitate procurement planning, including preparation of procurement plans. This work includes providing support to the Program staff in the preparation of project procurement plans.
- Prepare inputs to standard bidding documents for project activities.
- Prepare inputs as needed by the project for the recruitment of consultants (firms and individuals), procurement of other services (e.g., training and workshops), and the procurement of goods and small works.
- Procure goods and services following established procedure, ensuring proper implementation of individual procurements at each stage of the process, from advertising to contract award.
- Prepare, evaluate and collate a shortlist of suppliers based on firm capabilities.
- Monitor procurement through regular updates of the procurement plans.
- Maintain working files and records; prepared correspondence related to procurement activities; seek legal advice where appropriate; prepare procurement progress reports.
- Prepare contracts for review for the COP’s authorization.
- Check suppliers’/consultants’ invoices, delivery notes, and any other relevant documents verify them and submit them for payment.
- Maintain current market knowledge by evaluation of technical data, price and payment terms, visits, and phone/e-mail interviews and contacts.
- Ensure that prospective consultants, staff, vendors or subcontractors are eligible for use under Thrive WASH program using www.sam.gov and other online verification systems to be determined, and filing the verification reports in the grant filing system
COMPETENCIES:
- Connects to the Mission – Embraces the mission of Water For People and is passionate about advancing the dynamic role it plays in 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 a 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:
- Bachelor’s degree in Business Administration, human resources, procurement, or its equivalent
- At least three (3) years of progressively responsible procurement and administrative work experience preferably in non-profit or international NGO.
- Demonstrated experience in procurement and grants focused on ensuring compliance with established rules and regulations, working with a USAID grant is an added value
- Ability, to prioritize multiple assignments in an extremely fast-paced environment, to meet deadlines, to exercise good judgment, and to effectively communicate with Management
- Full and up-to-date computer literacy, especially in all MS and Windows-based applications, including Excel, Word, and other relevant software.
- Full literacy in accessing email systems and navigating on the internet.
- Demonstrated writing, presentation, and reporting skills.
- Self-starter and ability to undertake tasks without intensive supervision.
- Fluency in spoken and written English language.
Note: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job. Duties may be added, deleted, or modified in consultation with the incumbent as necessary.
How to Apply:
- If you are both qualified and Water For People interests you, please visit our Career Center and apply with application letter along with detailed curriculum vitae (resume), relevant academic documents, and contact details of at least three (3) referees to this position. Please submit your application materials in English. In-person visits or phone calls are not allowed!
- Applications need to be received no later than 15 September 2021 at 5:00 pm (Rwanda time).
August 2021.
Perpetue Kamuyumbu
Country Director
Water For People in Rwanda.
