Summary
Date Posted: Friday, June 30 2023, Base Salary: Not Disclosed

JOB DETAILS:
Position Description:
• The Administrative and Procurement Officer will manage the ReGenerate Rwanda Program and procurement process of ReGenerate Rwanda program by ensuring the organizational and donor policies & procedures are followed and is responsible for providing administrative support to ensure that TechnoServe office’s operations are delivered in an effective and efficient manner. This position works closely with other departments to facilitate participative approaches to the management of human resources and in the provision of administrative and procurement support.

Duties and Responsibilities
Financial and Procurement support
• Conduct annual vendor pre-qualification for key products/services including office supplies, fuel, vehicle maintenance, and repair, transport (e.g. taxi service and vehicle rental), hotels, security, courier services, etc. and develop/manage Local Service Agreements
• Regularly review current TechnoServe and donor policies and procedures related to logistics, procurement, vehicle usage, and asset management to ensure compliance with donor and corporate requirements. Train and update staff on policies regularly to ensure understanding.
• Lead, and ensure full compliance with policies at every stage of the procurement process including reviewing Purchase Requisition requests, drafting RFQs/RFPs and evaluation criteria with programs staff input, seeking vendors, reviewing proposals, preparing bid analysis, screening vendors against prohibited parties lists, conducting due diligence (e.g. reference checks and spot visits to vendors), negotiating contract terms, structuring and managing contracts, verifying delivery and evaluating vendor performance.
• Review payment paper trails that are produced and carry out the operations check specifically required for processing by the Finance team.
• Maintain electronic and physical filing systems for all procurement and operations documents for the Rwanda office including a vendor database that captures key data including performance/delivery feedback to ensure TechnoServe only engages high-quality vendors
• Regularly benchmark costs for rent, IT support, and other key services to ensure that TechnoServe is getting value for money.
• Maintain an up-to-date and accurate asset registry for Rwanda while conducting regular physical verification/checks of all assets and inventory for the country office.

Engage with Implementing Teams (Procurement and Logistics):
• Oversee office administration including procurement management ensuring compliance with global procurement policies and procedures when procuring services
• Work closely with the Program Director on the creation of annual and monthly procurement plans for all program and country activities and review them regularly to ensure they are up-to-date and that the procurement process is well planned.
• Act as focal point person for all Operational Activities (IT, Procurement, Logistics, Fleet and Asset Management) for the ReGenerate Rwanda program.
• Maintain a procurement tracker showing the status of ongoing and planned procurements and review regularly with country and program leadership.
• Provide proactive advice to program teams to ensure optimal operational systems while maintaining adherence to TechnoServe’s relevant policies (e.g., vehicle policy, travel policy, procurement policy, etc.)
• Developing, maintaining, and updating pre-qualified vendor lists.
• Liaise with global procurement team to keep staff well-informed, trained and updated on Technoserve procurement policies and procedures.
Maintain an updated cloud filing that allows global procurement team oversight and support as needed.
• Serve as the coordinator for travel and support for members of the cross-cutting programs or EA Regional Teams traveling in the country, coordinating logistics of travel and accommodation

Office Management and Administration
• Ensure a safe, clean well-organized, and resourced office environment in all TechnoServe offices.
• Coordinate the administration of office resources and arrange for the repair and maintenance of the office and office equipment.
• Prepare documents and assist the Program Director to keep an accurate and organized filing system.
• Assist the Program Director in organizing in-house and external meetings
• Produce documents, minutes, memos, letters, and presentations, as requested
• Support travel arrangements for the ReGenerate Rwanda team.
• Manage front office which will include; answering phone calls, direct calls, respond to inquiries.
• Maintain official TechnoServe correspondence filing as well as Rwanda ReGenerate filing system and inventory.
• Coordinate, organize, and maintain Rwanda ReGenerate diaries and make appointments.
• Communicate and attend Rwanda ReGenerate team meetings where s/he shall be taking minutes.
• Ensure Rwanda ReGenerate publicity materials, cameras, projectors, and other working tools are well kept and maintained after use.
• Guide external individuals (vendors, visitors, and applicants) around TechnoServe offices
• Maintain routine and confidential correspondence files/documents
• Maintain a database of contact details for contacts that may be needed in the event of an emergency.

Fleet Management
• Prepare and review monthly fuel reconciliation reports including vehicle maintenance reports by program and advise Program Director on the way forward
• Oversee overall management of TechnoServe’s vehicle fleet, including establishing maintenance schedules, managing safety, security
• Hire and manage all office drivers ensuring they receive all necessary training on TechnoServe’s policies and that they maintain credentials
• Ensure field vehicles and driver administration is executed in a professional manner and in accordance with TechnoServe vehicle policy and traffic regulations, and that all related vehicle logs are filled out appropriately and on-time
• Ensure that rental vehicles are fit for the purpose hired, hired drivers have an acceptable level of skills, and are briefed on TechnoServe policies and code of conduct
• Ensure vehicles have up-to-date insurance, registration, and other required documents

Asset Management
• Maintain an up-to-date and accurate asset registry for Rwanda
• Ensure the transfer and return of assets to/from staff in different duty stations are tracked
• Conduct regular physical verification/checks of all assets and inventory in TechnoServe Office

Safety and Security in Collaboration with HQ
• Assist the CM in collecting, updating, and communicating about the safety and security situation in the country and operational areas when necessary and take precautionary measures to ensure staff safety.
• Develop, maintain, and coordinate updating of the Country Safety & Security Plan
• With the support of the CM, ensure implementation of the Country Safety & Security Plan and other applicable safety and security-related policies and procedures
• Support crisis or incident management, as required
• Provide a security briefing to all international visitors to the office (HQ staff, fellows, consultants, etc.) within 24-48 hours of their arrival

Safety and Security Monitoring and Reporting
• Conduct ongoing threat assessments for TechnoServe’s operational areas
• Monitor staff adherence to TechnoServe safety and security-related policies
• Identify weak points in safety and security protocols requiring improvement
• Track staff travel (to better provide support in the event of an incident)
• Monitor vehicles, drivers, guard activities, and operations for adherence to safety and security protocols, as appropriate
• Report security incidents affecting TechnoServe staff, offices, and assets to country and divisional staff
• Compose and distribute safety and security updates to country office staff and liaises with the headquarters compliance and risk management function
• Distribute information as directed by CM to staff

Office and Staff
• Coordinate office maintenance and repair work
• Arrange for the repair and maintenance of office equipment as directed
• Ensure a clean and presentable office environment
• Supervise the office assistant and cleaning team to ensure their work is done on time
• Ensure that standard office refreshments, teas, the water dispenser, and other refreshments as may be required from time to time are available for the entire office
• Ensure TechnoServe vehicles, fuel, and driver administration are handled in a professional manner.

Required skills and experience
• Degree in administration or related field with a minimum of 3 years of experience in an administrative role and Procurement portfolio or an equivalent of 5-7years of experience in a similar role.
• Verbal and written communication skill that is clear and concise in both English and Kinyarwanda.
• High level, of organization, efficiency, and speed.
• Strong interpersonal and cross-cultural skills.
• Ability to manage multiple tasks for different individuals in the office.
• Excellent interpersonal, oral, and written communication skills.
• Experience in data input and analysis, report writing, and communications.
• Computer literacy in MS Excel, MS Word, and PowerPoint is recommended.
• Ability to travel to remote rural locations in Rwanda for project support.

Success Factors:
Competency is a combination of knowledge, skills, and abilities (KSAs) directly related to successful performance on the job.

Core Competencies include:
• Integrity and honesty: Is widely trusted; seen as a direct, truthful individual; presents truthful information in an appropriate and helpful manner; keeps confidences; admits mistakes; does not misrepresent himself or herself for personal gain.
• Team Work/ Relationships: Works co-operatively and flexibly with other members of the team with a full understanding of the role to be played as a team member and/or leader, to achieve a common goal. Ability to build and maintain effective relationships and networks.
• Learning attitude: Proactively takes advantage of opportunities to learn. Actively identifies new areas for learning; applies and shares new knowledge and skill appropriately.
• Diversity/Inclusiveness: Demonstrates an understanding and appreciation for diversity and supports diversity efforts. Interacts effectively with and inclusively with people of all races, cultures, ethnicities, backgrounds, religions, ages, and genders.
• Communication: Expresses ideas effectively in individual and group situations. Listens effectively; shares information, ideas, and arguments; adjusts terminology, language, and communication modes to the needs of the audience; ensures accurate understanding; acts in a way that facilitates the open exchange of ideas and information; uses appropriate non-verbal communication.
• Decision-making/Problem-Solving: Can analyze situations, diagnose problems, identify the key issues, establish and evaluate alternative courses of action and produce a logical, practical, and acceptable solution. Can make effective decisions on a day-to-day basis, taking ownership of decisions, and demonstrating sound judgment in escalating issues where necessary.
• Results-Oriented/High-Quality Deliverables: Stays focused on the efforts necessary to achieve quality results consistent with programmatic or departmental goals. Demonstrates the ability to achieve effective results; works persistently to overcome obstacles to goal achievement. Accomplishes tasks by considering all areas involved, no matter how small; showing concern for all aspects of the job; accurately checking processes and tasks.
• Planning & Time Management: Establishes a course of action for self and/or others to accomplish a specific goal. Effectively plans, schedules, prioritizes, and controls activities; identifies, integrates, and orchestrates resources (people, material, information, budget, and/or time) to accomplish goals. Prioritizes work according to the program or department’s goals, not just own job responsibilities; manages own time effectively.
• Business Acumen: The ability to use information, ask the right questions, and take decisions that make an impact on the overall business performance.

Job Specific/Technical Competencies include:
• Computer Literacy: Demonstrates knowledge and ability to use specific computer programs or applications for own functional area. Has the ability to improve performance by integrating new and existing technology into the workplace.
• Innovative Mindset: Curious inquiries, asks questions and seeks out information from multiple sources, learns from mistakes, and sees change as an opportunity.
• Internal Client Focus: Client Focus is based on the ability to understand the client’s needs and concerns in the short to long term and to provide sound recommendations and/or solutions.
• Compliance & Governance: Compliance with and knowledge of company policies, applicable legislation, grant requirements, donor contracts, the local labor code, and tax laws.

Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

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