Operations Intern at Pact Rwanda: Deadline: 23-09-2022

Position Profile

Position Title:

Operations Intern

Practice Area:

Finance & Operations

Division:

Finance & Operations

Work Location:

Kigali

Reports to:

Finance and Operations Director

Position Type:

Full-time ☒   Part-time ☐     Hours per week: 40

Position Category:

Local ☒ Expat ☐ TCN ☐ Other ☐ (Please specify)

Position Summary

Operations Intern will work with the finance and Operations department to ensure all administrative tasks are completed to keep the department running smoothly. The Operations Intern will serve as the principle point of contact for procurement and logistics matters. S/he will work closely with the finance and Operations

department to ensure efficient and timely services to support effective project implementation.

Essential Duties and Responsibilities

Coordinate and prepares for meetings, workshops, and events by assisting with confirmation, reserving rooms, and arranging for refreshments and necessary equipment.

Facilitates recruitment activities, posting job descriptions, screening candidates

Coordinate messenger and courier service, scan and copy official documents; Manage all Pact Rwanda

assets in line with Pact and donors’ procedures and policies

Ensure office equipment furniture are properly maintained and serviced by ensuring that all assets are properly recorded and listed; all assets are properly tagged

Receive all Procurement Requests and coordinate all procurements as per Pact processes, systems, and procedures

Reviews Procurement Request to verify accuracy and specifications

Ensure that a weekly summary of all outstanding purchase requisitions, showing the status of the items and the date which, they are expected to be supplied is shared with the Finance and Operations Director

Produce weekly procurement tracker, analyze it, and share with all staff

Coordinate tender procurements processes

Assists with developing bid specifications

Follow up with Suppliers for invoices for payment

Maintains necessary records and proper filing for efficient operation

All other duties as assigned

Core Competency

Observable Behavior that Demonstrates the Competency

Respect

Maintains a respectful workplace by always modeling a respectful and inclusive behavior. Reports complaints of harassment, discrimination, and

hostile work environment.

Integrity

Earns others’ trust and respect by doing the right thing and by being

honest, professional, and accountable in all interactions. Upholds

commitments while treating everyone appropriately.

Inclusion

Creates an open, cooperative, productive environment by including diverse people and viewpoints and building interpersonal relationships. Listens actively, considers others’ concerns, and effectively adjusts own

behavior as needed.

Job Competency

Observable Behavior that Demonstrates the Competency

Value Based:

Upholds Pact’s values in all aspects of work.

Strategic:

Not applicable.

Decision-Making:

Makes very limited decisions for assigned activities under close supervision. Is able to overcome poor decisions without major impact on

program/function/ department.

Technical:

Supports day-to-day operations of a program/function/department. Understands and follows organization policies and procedures, seeking

guidance when needed.

New Business:

Contributes to new business development under close supervision.

External Representation:

May communicate with donors and other members of the NGO community under close supervision from the supervisor. Communication focuses primarily on program-specific/administrative issues. May

participate in conferences/seminars. May occasionally represent the organization at meetings.

Bachelor’s degree in business administration/management/Finance/Accounting or equivalent field

At least one year work experience, preferably in an NGO set up

Verbal and written fluency in English

High computer skills on MS Office programs, especially in MS Excel

Strong organizational skills, ability to multitask and deal with stressful situations

Ability to learn quickly, and work both independently and as part of a team

Attention to details and accuracy

Demonstrate capacity to meet deadlines

High levels of self-motivation and initiative

Ownership and accountability of own work

High levels of confidentiality and integrity

PACT DETAILED CORE COMPETENCY BEHAVIORS

Respect

• Maintains a respectful workplace by modeling respectful behavior and speaking up when disrespectful or inappropriate behavior occurs.
• Gives credit to coworkers and others when warranted.
• Reports all complaints of harassment or discrimination, or a hostile work environment.
• Ensures no one is marginalized, excluded, or left out.
• Is aware of body language, tone of voice, demeanor, and expression in all of his/her interactions at work.

Integrity

• Earns others’ trust and respect through consistent honesty and
• professionalism in all interactions.
• Respects and maintains confidentiality.
• Tells the truth and is honest in all interactions.
• Keeps promises and commitments made to others.
• Does the right thing, even when it is difficult.
• Does not yield to pressure to show bias or manipulate others.
• Avoids situations and actions considered inappropriate or that present a conflict of interest.
•  Takes responsibility for own work.

Inclusion

• Understands and includes diverse people and viewpoints.
•  Maintains productive work relationships while considering multiple perspectives.
•  Listens actively, considers people’s concerns, and helpfully and effectively
• adjusts own behavior.
• Works collegially with others; cooperates in building interpersonal
• relationships.
•  Creates an open and cooperative environment by exhibiting a clear motivation to engage with others, thereby avoiding unintentional exclusion.