Essential Duties and Responsibilities:

Performs the day-to-day office management tasks such as premise maintenance and repairs, inventory recording, verification and deposition, support the office procurement function and provide oversight to the office safety and security management. Front desk management shall include handling petty cash transactions, handling payment processes, coordinating hotel and travel reservations, and general office support services. The position holder must maintain compliance with all the organization’s policies and procedures

Essential Duties and Responsibilities:

Front Desk Management

Receive, announce and direct visitors to staff in the office in a courteous manner. Also, as requested, make appointments and send messages. Maintain record of visitors & staffs travel inform on google drive.
Manage the printer/copier machine and coordinate with service vendor.
Provide secretarial/administrative support across departments upon request.
Office Keys: Issue and maintain a record of office keys distributed to staff. Ensure that any losses are accounted for, and compensations are made by respective staff/projects.
Coordinate Staff Identity Card printing, issuance and renewals and submit to the Procurement Officer for processing.

Support office Maintenance and repair works

Follow up any utility-related issues at the office such as liaising with the electricity and water boards for billing, repair and maintenance e.g. water/plumbing, electrical installations, physical works.
Coordinate servicing and repairs of all IPA-Rwanda generators and other equipment.

Inventory and Stores management

Maintain an accurate inventory of all assets.
Conduct physical verifications of assets prior to renewal of insurance covers and when project teams return from data collection prior to storage.
Document discrepancies from physical verification such as loss, damage, condition, location and transfer.
Compile inventories for disposition in the inventory disposition template and forward to procurement committee
Update the master inventory as appropriate after disposition.
Overall stores organization and management to ensure safe storage of items is in conformity with accepted standards of Stores Management.
Prepare reports and keep stores records updated
Allocate storage space as appropriate. Ensure that the store areas are well organized and systematically categorized by asset type for ease of access and storage
Maintain the storage area always locked when not in use.
All delegated responsibilities of managing the store maintained in writing in case of any absence from duty.

Safety and Security Management

Support overseeing security issues at the office daily.
Facilitate staff’s processing of incident report forms in case of any reported incidents. Ensure forms are correctly filled in and communicate the same to the Rwanda Safety and Security focal point.
Support maintaining updated safety and security related policy and procedure documents.

Staff Functions and meeting arrangements

General staff meetings: Take minutes and circulate within 24 hours of preparing. Send email reminders to staff regarding planned meeting schedules.
Coordinate conference room meetings and equipment use/set ups.
Oversee Office Assistants arrangement of meeting /training space at the office. Ensure necessary equipment, refreshments and any other required services are provided as appropriate.
Support in organizing staff functions such as end-of-year celebrations, luncheons or dinners for IPA-Rwanda guests.
Support in HR related activities on request.

Office Supplies and logistics support

Maintain inventory of office supplies, stationary requirements and maintain accountability.
Raise monthly purchase requisition for office supplies and stationary replenishments. And follow up with the Procurement Officer to promptly replenish supplies.
Organize accommodation, transport arrangements and local communication for visitors to the country. Render all logistical support upon request for field teams upon request.

Procurement Support

Support the country office procurement functions as per the updated policies and procedures.
Participate in the due diligence verification of new vendors
Process all payments in the local process marker and procurement center. Scan signed LPOs and sent them to vendors. Scan, upload for payment and file all documents. Update the vendors as appropriate on the status of their payments, responding as appropriate to email queries in the Uganda procurement email account.
Verify procured supplies, issue Goods Received Notes and document any discrepancies against a Purchase Order.
Maintain an updated procurement tracker specifying the status of each procurement.
Maintain an updated contracts tracker template. Notify the Procurement Officer 2 months before the expiry date
Perform all procurement functions while the procurement officer is off duty.

Monthly Airtime and Data Recharge

Monthly update the schedule and initiate requests for Support Staff and Management Team recharges.

Other Duties

Designated delegate for the Procurement Officer and the Finance Assistant in their absence
As assigned by your supervisor, perform other tasks, which are consistent with your level in the organization.

Education and/or Work Experience Requirements:

A minimum of bachelor’s degrees in administration, Social Sciences, Business Management or equivalent, stores management or materials supplies. At least two year’s work experience in a similar position, preferably with an international organization
Good administrative skills, possess an outgoing positive disposition
Possess and continually display good demeanor and excellent customer service skills
Stores management work experience in a busy organization of similar nature
A very good understanding of HR and Finance related work.
Must be able to work under pressure, meet deadlines and set priorities, while maintaining a positive attitude and providing exemplary customer service.
Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed, routines, and standard accepted practices.
Computer Literacy in MS word and MS Excel.
Excellent communication and presentation skills.
Ability to lead and to maintain effective working relationships in a multicultural environment with sensitivity and respect for diversity. Ability to interact effectively with internal and external counterparts at various levels.
Strong writing and analytical skills. Ability to apply creative thinking to practical problem solving with an aim of improving service delivery.
The person must be able to work with minimum supervision and demonstrate strong multi-tasking abilities.
Flexible and proactive work ethic with a demonstrated interest in the vision and mission of IPA

IF YOU MEET ALL THE REQUIREMENTS OF THE JOB DESCRIPTION,

PLEASE APPLY BY SENDING YOUR CV AND MOTIVATION STATEMENT TO ALL APPLICATIONS https://poverty-action.formstack.com/forms/iparw_admin_assistant_job_application_april_2025

Applications will be considered on a rolling basis, all applications submitted prior to 5 pm Rwanda time Saturday on 25th May 2025 will be considered. applications after this time will not be considered.
due to the volume of applications only shortlisted candidates will be notified.

Attachment

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Administrative Assistant / Receptionist

Financials

Details

Skills Required

About IPA Rwanda