Administration Specialist at WaterAid Rwanda | Kigali :Deadline: 25-10-2023

Job Description for Administration Specialist

INTRODUCTION

WaterAid’s Vision is of a world where everyone has access to safe water and sanitation. Our mission is to transform lives by improving access to safe water, hygiene and sanitation in the world’s poorest communities, WaterAid works with partners to maximize its impacts for policy change/influence.

WaterAid Rwanda (WARw) works through supporting local organizations and government to plan and implement inclusive and sustainable services of water, sanitation and hygiene (WASH). WARw also seeks to influence the policy change through government and other key WASH stakeholders to secure and protect the right of poor people to safe, affordable water and sanitation services. Occupying the position of Administration Specialist in WaterAid is an exciting opportunity to work with WaterAid and contribute to the achievement of the national and global goals towards realizing the WASH access for everyone everywhere.

WaterAid is fully committed to protecting those   with   whom   it   comes   into contact. WaterAid is committed to ensuring that wherever we work in the world there is no tolerance for the abuse of power, privilege or trust. WaterAid reinforces a culture of zero tolerance towards any form of inappropriate behavior, abuse, harassment, or exploitation of any kind. The safeguarding of our beneficiaries, staff, volunteers and anyone working on our behalf, is our top priority, and we take our responsibilities extremely seriously. All staff and volunteers are required to share in this commitment through our Global Code of Conduct. We will conduct the most appropriate pre- employment references and checks to ensure high standards are maintained.

For more information about safeguarding at WaterAid, please visit our safeguarding webpage at: https://www.wateraid.org/uk/safeguarding-at-wateraid

Administration Specialist 

A.    About the role 

B.    Job Purpose

C.    Main Responsibilities and Duties Office Administration

• Line Manage the Administrative Assistant and ensure front office functionality.
• Develop and update policies for office administration, procurement, logistics, asset and property management, records and information management, safety and Ensure effective communications by orientation and refresher training to staff to help them understand the systems, policies and procedures of the organization.
• Coordinate and liaise with Immigration Department, Embassies, and High Commissions, other government departments and agencies to procure work permits and visas for staff and visitors.
• Undertake routine and periodical review, spot checks to ensure that all WARw offices e. access, fixtures, equipment, facilities, leakages, lighting are maintained and repairs are done in a timely manner. The office cleanliness and ambiance in all areas including the kitchen are kept to required standard.
• Ensure all lease contracts are in place and renewed/terminated as appropriate.
• Oversee contracts of all office equipment’s maintenance and ensure regular maintenance is up to date.
• Ensure all rental, utility bills, subscriptions or other service contracts (photocopier, internet and other machinery servicing contracts) are renewed and paid in a timely manner through maintenance of a holistic Administration work plan and monitoring schedules.
• Ensure storage management and disposal of old records beyond requirement under the donor or government regulation.
• Oversee office desk arrangements and movements by ensuring new staff, hosting, partners have appropriate space, equipment, and supplies for work.
• Ensure all travel requests for national and international travels including booking vehicles   and   accommodation,   purchasing tickets and travel insurance, arranging visas, etc. are followed up in timely manner.
• Oversee office opening and closing procedures and negotiation with all office landlords for price, maintenance repairs.
• Oversee workshops, visitors and other events as requested.
• Prepare for and coordinate various office social activities, e. team building, staff retreat, sickness visit, funerals, new born baby visit, etc.
• Coordinate and work closely with field offices on office, inventory, vehicles, and motorbikes management.
• Liaise with the government ministries to request for registration and renewal of vehicle licenses.
• Oversee administration monthly floating cash and authorize petty cash payouts as procedure.
• Ensure office and vehicle management and maintenance including insurance and other requirements are up to date and appropriate.
• Preparing Administrative budgets, monitor budget expenditures, provide monthly variances to the budget and carry out budget reforecasts as per guidelines.
• Ensure space and other logistics requirements for all staff in the CP and ensure office space is fit for purpose
• Taking the initiative in collecting feedback from staff and working to continuously improve the quality of the logistics service through staff satisfaction survey questionnaires and other feedback methods.
• Responsible for managing and following up on CP visitors needs including per diem payments, finding their way around the country and CP among other needs.
  
  
  

Procurement

• Manage procurement processes and as the Procurement secretary ensure all the documentation and procedures are being followed.
• Ensure budget holders provide quarterly and annual procurement plans and initiate procurement plan discussions with budget holder.
• Support the prequalification of suppliers and ensure suppliers engaged are from the prequalified supplier list.
• Review and feedback on procurement analysis reports quarterly with budget holders to identify issues and find solutions.
• Ensure all procurement documentation stored is in compliance with policy and is up to date.
• Oversee the development of tools to support Program/ Project Manager to ensure compliance of policies and procedures including internal controls.
• Support the bid and tendering process of suppliers and work with the procurement committee while following procedures.
• Support staff with making supplier payments and process all administration related payments.
• Evaluate performance of service providers /vendors; Conduct staff satisfaction survey of hotels, car hire, travel agents and other service providers on an annual basis and make recommendations to the POD manager accordingly.
  
  
  

Assets and Property Management 

• Monitor office stocks, equipment, assets, vehicles, and motorbikes according to policy and work with Finance Function to code and conduct periodic inventory counts as required by policy.
• Manage assets register by working closely with ICTD officer and Project teams by labelling of all assets.
• Regular review of asset disposal and submit recommendation at least twice yearly.
• Quarterly reconciliation of all assets registers with accounting ledger and submit to Head of Finance and POD Manager for sign off.
• Carry out physical asset’s verification minimum once a year and before project close.
• Conduct monthly spot check on stock – stationary, monthly office supplies and sign off.
• Coordinate assets hand over process which include approval by donor and handover to beneficiary with Program/Project Manager at least 3 months prior to close of
• Prepare periodically reports on inventory, stationary, supplies, kitchen supply, vehicle and motorbike maintenance and its cost analysis.
• Support staff, communicate to relevant authorities in the event of any property loss from staff or with in any WARW office and follow up for replacement as per policy.
  
  
  

Transport Logistics Management 

• Survey the transport needs and ensuring that an effective system is in place to meet needs of staff in the most cost-effective manner possible (e.g. by planning and tracking vehicle allocation, vehicle movements, vehicle utilisation, fuel consumption etc)
• Ensure high quality maintenance, regular servicing of vehicles, generators and other mechanical equipment.
• Ensuring that all vehicles in the WARW fleet are roadworthy and immediately advising if any problems are anticipated.
• Oversee the management of Drivers and ensure policies and procedures are being followed, Verify on monthly fuel consumption, and overtime.
• Ensure drivers are fulfilling obligations and expectations of Get feedback from program staff and manage vehicle/driver issues.
• Ensure driver maintains the vehicle in working condition which includes regular maintenance, do daily check list, cleanliness of the car inside and outside daily and available drinking Water to etc.
• Support visitors with accommodation, visa and transport needs.
• Ensure that all visitors are supported with documented travel information and guides during their visit.
  
  
  

Safety and Security Focal Person

• Provide capacity support and training to Regional/Field Offices to ensure that they are equipped with safety and security equipment/tools. Maintain, update all contact list (staff, partners) on monthly basis.
• Organize and conduct safety and security training (including first aid and fire safety) as required.
• Coordinate orientation to new staff and visitors and ensure that they are complied with safety and security policies and procedures.
• Ensure guard company contracts are updated, relevant to tasks needed, fulfilling contractual obligations.
• Oversee office opening and closing procedures
  
  
  

Human Resource Administration 

• Support recruitment   processes   through   job   advertising, receiving  CVs, scheduling interviews and booking facilities and interviews when necessary.
• Support the Head of People and Organisational Development with coordinating of staff trainings in the Country programme.
• Provide the People and Organisation Development Unit with secretarial services
• Deputise the Head of People and Organisational Development in his/her absence absence
• Ensure all new staffs have ID Cards
• Assist the People &OD Manager to follow annual performance and Performance Review
• Facilitate staff clearance and submit final payment information to finance
• Perform other duties as required
• Management people related systems e.g people place
  
  
  

Safeguarding, Safety & Security

• Create and maintain an environment that upholds WaterAid’s Global Code of Conduct and associated safeguarding and child protection policies.
• Ensure that Safeguarding, Child Protection, and Gender Equality policies are fully embedded in project design and implementation as well as relationships with all actors
• Ensure that comprehensive health, safety and security measures (e.g. risk management plans, local security protocols) have been put in place when designing Programmes / project and are consistently upheld during their implementation.
• Ensure that partners WaterAid works with are adopt the same health, safety and security standards (as defined in any applicable WaterAid health, safety and security policies), and arrange for capacity building support where gaps or weaknesses are identified.
• Understand and put into practice the responsibilities under Safeguarding, Child Protection and Gender policies and Code of Conduct (CoC).
  
  
  

D.    Key Competences, Skills, experience, and Knowledge 

How to Apply

Interested candidates should apply through the application form attached below no later than 25th October 2023.