JOB INFORMATION

Job Title            :    Administration Officer
Division/ Department        :     Finance and Administration
Section/ Unit     :    Administration
Location            :     Kigali
Reports to         :     Finance and Administration Manager
Direct Reports  :     None
Job Grade         :     Level Six

Purpose of the job

The Administration Officer and Front Desk Assistant is responsible for providing administrative support to the organization, overseeing daily office operations such as scheduling meetings, organizing files, office procurement, and managing correspondence. They serve as the liaison between executives and internal/external stakeholders.

Main responsibilities

• Ensure effective stock management and timely stock replenishment.
• Maintain accurate and organized electronic and physical filing systems for documents, records, and reports, ensuring easy retrieval and confidentiality.
• Assist in the coordination of office facilities and equipment maintenance, repairs, and upgrades, replacement and liaising with vendors and service providers as necessary.
• Assist in planning and organizing internal events, workshops, and training sessions, including venue booking, catering arrangements, and logistical support.
• Maintain databases and information systems, inputting and updating data accurately and ensuring data integrity and security.
• Support compliance efforts by monitoring adherence to administrative policies, procedures, and regulatory requirements, and escalating issues as necessary.
• Provide general administrative support to other departments as needed, assisting with projects, research, and special initiatives.
• Ensure compliance with health and safety regulations to maintain a safe and secure working environment and managing keys for all offices.
• Supervise the inventory of office supplies and equipment, and place orders for new supplies as required.
• Assist in making travel arrangements (local and international) for staff members, including booking flights, accommodations, and transportation, and preparing travel itineraries
• Provide general administrative support to the office, including data entry, filing, photocopying, scanning, and document preparation.
• Managing suppliers and service providers contracts for the fund in general,
• Initiate all payment requests related to Administration in Smart Admin and payment follow up.
• Petty cash management.

• Ensure timely provision of staff allowances (Airtime, home internet, mission allowance etc,).
• Assist with Finance related matters as and when required.
• Assisting procurement committee
• Managing the purchase orders from initiation to delivery
• Ensuring that goods and services are procured on time and within budget
• Ensuring procurement activities comply with legal, ethical, and organizational policies
• Preparing reports on procurement activities and plan and supplier performance
• Monitors vehicle usage, performance and fuelled for its trip and maintains fuel receipts as necessary.
• Ensures routine maintenance of the vehicles is performed and repairs are done promptly to keep vehicles in good condition,
• Ensures all vehicles undergo regular inspections as required by law
• Maintains accurate records of vehicles mileage, service history, and any incidents or accidents.
• Facilitates communication between the drivers and other departments regarding vehicle availability or issues

Required qualifications, knowledge and experience

Academic and Professional Qualifications 

• Bachelor’s degree in Business Administration or any related field

Experience 

• At least three (3) years in a similar role or industry

Competencies

Technical Competencies  

• Extensive experience in records and archives management
• Knowledge of relevant legislations that are related to records management
• Knowledge of professional and ISO standards
• Experience in facilities management

Behavioural Competencies

• Strong organizational skills with attention to detail and excellent time management
• Ability to work with tight deadlines.
• Ability to work independently.
• Willingness to learn.

Key contacts
Internal 

• All departments

External 

• Suppliers

Application Process Interested candidates should submit their resume by Friday, 4th April 2025.

Sourcing Servtec is an equal opportunity employer. Only shortlisted applicants will be contacted, and any solicitation will result in disqualification