BRAC International is Hiring! Join BRAC International to create opportunities for people to realise their potential.
Position: Procurement and Administrative Assistant
Job Location: BRAC International Rwanda/ Country Office, Kigali
About the Role:
Procurement and Administrative Assistant will support Regional and country offices procurement and logistics across all field operations, oversee Regional and branch inventories, purchasing, provide administrative support to the region and be part of a very agile and highly motivated team. The successful candidate must possess a high level of organization and flexibility, thrive in a fast-paced, high-volume, and dynamic environment, and provide a broad range of critical support, while in the field. Supportive functions include processing service contracts, leases, and rental agreements; assisting in coordinating logistics and travel arrangements; preparing and managing tenders and bids, supporting project trainings, workshops, meetings, and surveys in the field, and other duties as assigned.
Key Responsibilities:
- Procurement:
- Liaise with procurement officer for all BRAC Rwanda programs including identifying goods and services needed by the organization, issuing purchase orders to suppliers, and reviewing goods and services from suppliers.
- Ensure that services and goods delivered are of the agreed quality and standard through a physical verification where possible.
- Maintain records of all transactions, quotations, procurement processes, copies of records of expenditure, receipts, etc., in an efficient filing system, ensuring all records are accounted for and easily accessible by relevant officers.
- Support in the preparation of payment preparation and documentation and liaise closely procurement officer and the Finance concerning payment of purchased goods and services.
- Assist with processing and maintenance of service contracts, lease, and rental agreements, etc…
- Inventory and Asset Management:
- Ensure that all BRAC vehicle are serviced promptly and that they are in good condition
- Organize asset disposals process in accordance to the disposal procedures in place with guidance from the procurement and logistics officer.
- Assist in tracking office supplies to ensure adequate stocks are maintained.
- Ensure effective stock management and reporting.
- Executing and monitoring administrative activities:
- Establish and run the BRAC-Rwanda Regional Office, ensure visitors are well received and directed to the appropriate persons, answer telephone calls and take messages.
- Suprvise general administrative duties e.g. Filing, office cleanliness, mails, office supplies, etc…
- Ensure that the office and office equipment are clean, and that staff are provided with refreshments
- Assist in maintaining asset registers and office supplies inventory.
- Support event or meeting planning and logistics.
- Handle internal documentation and correspondence.
- Support in Maintain organized and up-to-date records and reports.
- Administrative support and any other duties as called upon.
- Process work permits and other immigration documents for expatriates.
- Process invitation letters for visitors and advise them on visa regimes
- Coordinate requisition and oversee maintenance of adequate supply of all stationery and other office items.
- Establish and maintain area program offices asset register and monitor servicing of office machines, then report to the supervisor if servicing or repair is required.
- Ensure that office and office equipment are clean, and that staff are provided with refreshments
- Provide administrative support and any other duties as called upon.
Safeguarding responsibilities:
- Ensure the safety of team members from any harm, abuse, neglect, harassment and exploitation to achieve the programme’s goals on safeguarding implementation.
- Act as a key source of support, guidance and expertise on safeguarding for establishing a safe working environment.
- Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action.
- Follow the safeguarding reporting procedure in case any reportable incident takes place, encourage others to do so.
Major Challenges:
- Handling conflicting priorities from different departments/projects.
Academic Qualifications:
- Bachelor’s Degree in Business Administration, Supply Chain Management, Procurement and Logistics Management/ Public Administration or any other related field.
- Diploma in Purchasing and Supplies Management is preferred.
Required Skills, Competencies & Knowledge:
- Demonstrated excellent computer skills for Microsoft Word, Excel, Access and Outlook.
- Demonstrated strong organizational and time management skills.
- Strong communication skills as well as written and verbal English, Kinyarwanda skills
- Work and make decisions independently, and contribute to overall operations at management levels
- Exercise good judgment and seek guidance as appropriate when confronted with unanticipated problems.
- Maintain the integrity of official records
- Analyse and solve complex problems and make sound decisions
- Work with minimal supervision and the ability to work in a multi-cultural environment is required
- Strong organizational and multitasking abilities.
- Attention to detail and accuracy.
- Team player with a proactive attitude.
- Good negotiation and problem-solving skills.
- Excellent communication skills and fluent in both written and spoken English and Kinyarwanda.
Experience Requirements:
- 2+ years of work experience in procurement, logistics and administration
- Experience working in donor-funded or international NGO settings.
Employment type: Regular/Fixed-Term
Salary: Negotiable
About BRAC International:
BRAC International (BI), a leading non-profit organization, is on a mission to empower people and communities facing poverty, illiteracy, disease, and social injustice. Our vision is to create a world free from exploitation and discrimination, where everyone has the opportunity to realize their potential. We design proven, scalable solutions that equip people with the support and confidence they need to achieve their potential.
BRAC was founded in Bangladesh in 1972 and over the last five decades has grown to become one of the world’s largest non-governmental organisations (NGOs), reaching over 100 million people. We started our first international operation by venturing into Afghanistan in 2002, building on lessons from our work in Bangladesh to support a nation devastated by war. Currently operating in 16 countries across Asia and Africa. Born, proven and led in the Global South, BRAC International brings a unique Southern perspective and commitment to continuous learning, providing a depth of insight, experience and evidence to meet the needs of diverse communities with humility and courage across Asia and Africa. To learn more about BRAC International, please visit (www.bracinternational.org)
Our Core Values:
Integrity: We approach our work with honesty and integrity.
Innovation: We innovate and iterate to improve our impact.
Inclusiveness: We foster inclusion to reach those who need it most.
Effectiveness: We strive for effectiveness to better serve people in poverty.
If you feel you are the right match for the above-mentioned position, please follow the application process to grab your dream opportunity!
Qualified and interested candidates are recommended to email their Resume with a signed cover letter and any supporting documents in a single PDF format to sbirwanda.recruitment@brac.net; mentioning a brief academic background, career summary, core competence, notarized copies of academic qualifications and professional certifications (if any) etc. within 250 words.
Please mention the name of the position in the subject bar
Application deadline: 13th August 2025
Please note that the shortlisting will be done one on a rolling basis, and only shortlisted candidates will be contacted.
BRAC is committed to safeguarding children, young people and adults, and expects all employees and volunteers to share the same commitment. We believe every stakeholder and every member of the communities we work with has the right to be protected from all forms of harm, abuse, neglect, harassment, and exploitation – regardless of age, race, religion, and gender, status as an individual with a disability or ethnic origin. Therefore, our recruitment policy and procedure include extensive background checks and disclosure of criminal records in order to ensure safeguarding to the fullest extent.
“BRAC International is an equal opportunities employer”
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