Administrative and Procurement Advisor at TechnoServe

Job Description

Title: Administrative and Procurement Advisor 

Reports to: ReGenerate Rwanda Program Director

Location: Kigali Office

Travel: Whenever required

Grade: 7 

1. TechnoServe Background:

In order to create competitive farms, enterprises, and industries, TechnoServe collaborates with resourceful individuals in developing nations. We are a nonprofit company that creates business solutions to poverty by connecting individuals with resources like capital, markets, and knowledge. We believe in the ability of private enterprise to alter lives, with more than four decades of results to support this. 

Position Description

By ensuring that organizational and donor policies and procedures are followed, the Administrative and Procurement Officer will manage the ReGenerate Rwanda Program and procurement process of the ReGenerate Rwanda program. He or she is also responsible for providing administrative support to ensure that TechnoServe office operations are carried out effectively and efficiently. In order to support participative approaches to the management of human resources and in the provision of administrative and procurement assistance, this role closely collaborates with other departments.

Duties and Responsibilities 

Financial and Procurement support

• Conduct yearly vendor pre-qualification for essential goods and services, such as office supplies, fuel, upkeep and repair of vehicles, transportation (such as taxi service and car rental), lodging, security, courier services, etc., and create and monitor local service agreements.
• To ensure compliance with donor and company standards, periodically examine current TechnoServe and donor policies and procedures pertaining to logistics, procurement, vehicle usage, and asset management. To ensure understanding, periodically train and update personnel on policies.
• At each stage of the procurement process, such as reviewing Purchase Requisition requests, drafting RFQs/RFPs and evaluation criteria with program staff input, locating vendors, reviewing proposals, preparing bid analyses, screening vendors against prohibited parties lists, conducting due diligence (such as reference checks and spot visits to vendors), negotiating contract terms, structuring and managing contracts, and verifying contracts, you should take the lead and make sure that all policies are followed to the letter.
• Examine the payment paper trails that are generated, and perform the operations audit that the Finance team requires for processing.
• To make sure TechnoServe is getting value for money, benchmark rental prices, IT support expenses, and other important services on a regular basis.
• Maintain an accurate and up-to-date asset registry for Rwanda while regularly physically verifying and checking all assets and inventory for the country office. 

Participate in Implementing Teams (Procurement and Logistics)

• oversee office operations, including procurement management, to ensure that international procurement policies and procedures are followed when acquiring services.
• serve as the program's main point of contact for all operational activities (IT, procurement, logistics, fleet management, and asset management).
• Maintain a procurement tracker outlining the status of ongoing and upcoming purchases, and evaluate it frequently with the leadership of the country and program.
• Assist program teams with proactive assistance to ensure the best operating processes while upholding compliance with TechnoServe's pertinent regulations (e.g., the company's car, travel, and procurement standards).
• Creating, keeping, and updating lists of pre-qualified vendors.
• Communicate with the global procurement team to keep the personnel knowledgeable about Technoserve procurement policies and practices.
• Keep a current cloud filing for global procurement team monitoring and assistance as required.
• serve as the country's travel and support coordinator, handling the arrangements of travel and lodging for participants in cross-cutting programs or EA Regional Teams. 

Office Management and Administration

• Ensure that all TechnoServe offices are equipped with the necessary tools, are clean, well-organized, and safe.
• Coordinate the management of office resources and make plans for office and equipment upkeep and repair.
• Prepare paperwork and help the program director maintain a precise and well-organized filing system.
• Participate in the program director's planning of internal and external meetings.
• Create the necessary records, letters, memos, presentations, and minutes.
• Support the ReGenerate Rwanda team's travel plans.
• Manage the front desk, which includes taking calls, directing calls, and answering questions.
• Maintain the inventory and documentation system for Rwanda ReGenerate as well as official TechnoServe correspondence.
• Create, coordinate, and maintain the calendars for Rwanda ReGenerate.
• communicate and show up for team meetings for Rwanda ReGenerate where s/he will be taking minutes.
• Make sure all Rwanda ReGenerate working gear, including cameras, projectors, and publicity materials, are kept in good condition and maintained after each usage.
• Show visitors, vendors, and potential employees around TechnoServe premises.
• Keep regular and private correspondence files and records.
• Maintain a database of contact information for those who might be required in an emergency. 

Fleet Management

• Manage the safety, security, and overall operation of TechnoServe's vehicle fleet, including creating maintenance schedules.
• Employ and oversee all office drivers, ensuring they get the proper instruction on TechnoServe standards and that they keep their licenses current.
• Maintain field vehicles and driver administration in a professional manner, in line with TechnoServe vehicle policy and traffic laws, and by timely completion of all related vehicle logs.
• Make certain that hired drivers are knowledgeable of TechnoServe regulations and the code of conduct, that the rental cars are appropriate for the job, and that the leased vehicles are in good condition.
• Ensure that automobiles have the latest insurance, registration, and other paperwork. 

Asset Control

• Keep Rwanda's asset registry current and correct
• Make sure to trace the transfer of assets to/from employees at various duty stations.
• Perform routine physical verification/checks of all the items in the TechnoServe Office inventory. 

Safety and Security Working with the HQ

• When necessary, assist the CM in gathering, sharing, and updating information regarding the safety and security situation in the nation and operational areas, and take precautions to safeguard staff safety.
• Create, manage, and organize updating of the national security strategy.
• Ensure the Country Safety & Security Plan and other pertinent safety and security-related policies and procedures are implemented with the CM's assistance.
• When necessary, assist with crisis or incident management.
• All foreign visitors to the office (HQ employees, fellows, consultants, etc.) should get a security briefing within 24 to 48 hours of their arrival. 

Monitoring and Reporting on Safety and Security

• regularly evaluate the security environment in TechnoServe's operations zones
• Observe employee compliance with TechnoServe security and safety regulations
• Determine where safety and security procedures need to be improved.
• Track employee travel (to more effectively offer assistance in the event of an issue)
• As necessary, keep an eye on how well drivers, guards, operations, and vehicles conform to safety and security procedures.
• Inform national and divisional staff of security incidents involving TechnoServe personnel, offices, and assets.
• Write and send country office staff updates on safety and security, and communicate with the compliance and risk management division at headquarters.
• provide personnel with information as instructed by the CM.

Office and Personnel

• Organize office upkeep and repair tasks.
• Make the necessary arrangements for the office equipment's upkeep and repair.
• Maintain a spotless and professional office space.
• Ensure the office assistant and cleaning crew complete their tasks on schedule by supervising them.
• Ensure that all employees have access to the water dispenser, teas, and other regular office beverages as needed from time to time.
• Ensure that TechnoServe fuel, drivers, and cars are managed in a professional way. 

required knowledge and expertise 

• with a minimum of three years' experience in an administrative function and a procurement portfolio, or the equivalent of 5-7 years in a comparable role, and a degree in administration or a related discipline.
• Clear and succinct written and verbal communication skills in both English and Kinyarwanda.
• High level of efficiency, quickness, and organization.
• strong intercultural and interpersonal skills.
• the capacity to manage several duties for various office personnel.
• Excellent verbal, written, and interpersonal communication abilities.
• knowledge of gathering and analyzing data, generating reports, and communicating.
• It is advised to have computer literacy in PowerPoint, Word, and Excel.
• the ability to travel to far-flung rural areas of Rwanda to help projects.

success criteria

Knowledge, skills, and abilities (KSAs) that are directly tied to successful performance on the job make up competence.

Core Competencies include:

• Integrity and honesty: Has a high degree of public trust; is seen as a straightforward, truthful person; gives accurate information in a suitable and helpful manner; maintains confidences; confesses mistakes; and does not misrepresent oneself for one's own benefit.
• Work cooperatively and flexibly with other team members while fully understanding the role that needs to be played as a team member and/or leader in order to accomplish a shared objective.  the capacity to create and sustain strong networks and relationships.
• Proactively seizes learning opportunities is a learning attitude. actively seeks out new areas to learn; appropriately uses and imparts new information and skills.
• Diversity/Inclusiveness: Exhibits a knowledge of and respect for diversity, and backs diversity initiatives. efficiently and inclusively interacts with individuals of different ages, genders, races, nationalities, ethnicities, backgrounds, and religions.
• Effectively communicates ideas in both individual and group settings. Acts in a way that allows the open exchange of ideas and information; successfully listens; shares information, ideas, and arguments; adapts terminology, language, and communication styles to the needs of the audience; assures accurate comprehension.

Technical and job-specific competencies include:

• Computer literacy: Exhibits knowledge of and skill with particular computer applications or programs for one's own functional area.  has the capacity to enhance performance in the workplace by integrating both new and old technology.
• Innovative Mindset: Asks questions, looks for answers from various sources, learns from errors, and views change as an opportunity.
• Internal client focus: The ability to comprehend the short- and long-term wants and concerns of the client and to offer appropriate advice and/or solutions is the foundation of client focus.
• Governance and Compliance: Adherence to and awareness of corporate rules, relevant laws, grant requirements, donor contracts, regional labor regulations, and tax laws.