Job Title:                 Administration and Procurement Officer

Department:                 Isoko y’ Ubuzima Project

Reports to:                 Finance Manager- Isoko y ‘Ubuzima

Duty station:              Water For People in Rwanda office

Supervision duties:      Drivers & Administration Assistant- Isoko y’ Ubuzima

JOB SUMMARY:

Water For People is an international non-governmental organization (NGO) that works with people and partners to develop innovative and long-lasting solutions to the water, sanitation, and hygiene problems in developing countries.  The organization strives to continually improve, experiment with promising new ideas, and leverage resources to multiply its impact.

Water For People is currently operating in 9 countries including Rwanda where Water For People is supporting WASH in the Districts of Rulindo, Kicukiro, Gicumbi, and Karongi.

Water For People secured funds from the USAID to financing the Isoko y’Ubuzima project, currently operating in 10 Districts of Rwanda from 2021 to 2026. It is against this background that Water For People in Rwanda is looking to hire an Administration and Procurement Officer with the following qualifications and competencies.

The Administration and Procurement Officer will be responsible for the Administration and Procurement to facilitate the project’s effectiveness and efficiency in coordination with the Finance Manager. The Administration and Procurement Officer will work closely with project and service providers to ensure that project administration and procurements are compliant with both Water For People and USAID policies and procedures.

ESSENTIAL JOB FUNCTIONS AND DUTIES:

General Administration

• Provide logistical support to Isoko y’ Ubuzima, meetings, etc.
• General Administration of Isoko y‘Ubuzima including drafting of contracts/ agreements.
• Assist with the delivery (electronic or physical) of correspondence to national/district government offices and NGO partners

• Provide administrative and logistical support to Isoko y’Ubuzima staff based in Kigali, and the Field Offices.

• Contribute to team effort by accomplishing related results as needed.
• Complete filing and safe custody of the project’s contracts.

• Assist the project staff with all traveling procedures: mission orders, flight tickets, booking of hotels, processing of expenses claims, etc.;
• Manage the filing and archiving of administrative and technical documents and update registers regularly.
• Maintain relevant internal databases and files; keeps track of contractual agreements and purchase orders.
• Maintain a proper and systematic archive system

• Guard all project records and software against unauthorized people by employing appropriate control.
• Manage maintenance and repair works of the Isoko y ‘Ubuzima facilities.
• Perform a wide range of Isoko y’Ubuzima support, for events and workshops contributing to the efficient and effective management of the administrative and procurement activities.
• Arrange for routine equipment servicing or repairs when necessary and manage replacement plans.
• Maintain an updated organization asset registry.
• Create/manage a centralized filing system for all Isoko y‘Ubuzima administrative letters, correspondences, and contracts including an updated file index list.
• Ensure that drivers and all other direct reports receive proper supervision, including coaching/mentoring, and capacity building.
• Transport management and delivery of all materials required in districts of operation.
• Ensure that all project vehicles are in excellent and road-worthy condition (insurance, tax, repair, and maintenance, etc.)
• Manage vehicle logbooks (ensuring that each vehicle has a logbook, drivers fill the logbook at the end of each trip, checking the accuracy of the logbooks, etc.)
• Fuel management (including periodic analysis of fuel consumption for each vehicle to determine efficiency and perhaps abuse)
• Line management of drivers and Administrative Assistant 

Procurement

• Ensure the integrity and transparency of the procurement process and compliance with the USAID and Water For People Financial Regulations and Rules and relevant internal policies.
• Implement proper procurement planning every year in coordination with relevant Teams to ensure cost-effective solicitation of goods and services;
• Identify and fully understand the details and conditions of the best procurement methods to be used for maximized competitive bidding process through pre-qualification exercise,
• Submit approvals agreements and contracts to the Finance Manager for review.
• Provide clarifications and advice on Isoko y ‘Ubuzima procurement procedures and practices; respond to queries about the status of delivery raised by the requisitioner and about payment and other matters raised by the suppliers.
• Coordinate and facilitate procurement planning, including preparation of procurement plans. This work includes providing support to the Program staff in the preparation of project procurement plans.
• Prepare inputs to standard bidding documents for project activities.
• Prepare inputs as needed by the project for the recruitment of consultants (firms and individuals), procurement of other services (e.g: training and workshops), and the procurement of goods and small works.
• Procure goods and services following established procedure, ensuring proper implementation of individual procurements at each stage of the process, from advertising to contract award.
• Prepare, evaluate, and collate a shortlist of suppliers based on firm capabilities.
• Monitor procurement through regular updates of the procurement plans.
• Maintain working files and records; prepare correspondence related to procurement activities; seek legal advice where appropriate; prepare procurement progress reports.
• Prepare contracts for review for the Chief of Party ’s authorization.
• Check suppliers’/consultants’ invoices, delivery notes, and any other relevant documents verify them, and submit them for payment.
• Maintain current market knowledge by evaluation of technical data, price and payment terms, visits, and phone/e-mail interviews and contacts.
• Convene and coordinate the procurement committee to review bids, and subsequently prepare procurement committee bid evaluation for approval.
• Facilitate negotiations with vendors and prepare negotiation memos for approval.
• Vet and screen selected bidders/vendors before contracts are signed.

Petty Cash 

• Work collaboratively with the Finance team on petty cash administration.
• Manage petty cash payments within set rules and regulations and timely submission for requests for replenishment.
• Ensure daily reconciliation of petty cash balances both physical cash balance and soft copies and any discrepancy to be brought to the attention of the Finance Manager and be resolved promptly.
• Present petty cash replenishment that is fully supported with approved request and cash count for proof of the balance and observe the threshold in line with Water For People policy and procedures.
• Ensure payments out of petty cash are fully approved by the Finance Manager and petty cash vouchers are fully always supported with the receipt and/or acknowledgment and ready for audit. 

Other Duties Coincidental to the Position

Duties for this position should not be considered definitive. Duties may be added, deleted or modified in consultation with the incumbent as necessary. Job descriptions and staff performances will be reviewed regularly.

Guidelines 

The following written and unwritten guidelines will be applied to performing the duties of the post:

Written

• All Water For People handbooks on administration and others.
• Any established and agreed Country Program procedures.

Unwritten

• Common sense in applying proper business practice and sound purchasing principles.
• Know when to negotiate and how to achieve goals successfully.
• Maintain sound ethical principles, integrity, and transparency of due process.

COMPETENCIES:

• Connects to the Mission – Embraces the mission of Water For People and is passionate about advancing the dynamic role it plays leading social impact in international development.
• Demonstrates Ethics and Integrity – Understands ethical behavior and business practices and ensures that own behavior is consistent with these standards and aligns with the values of the organization.
• Manages through Ambiguity – Demonstrates flexibility and adaptability in responding to change and ambiguity.
• Demonstrates Cultural Awareness – Able to engage the wide range of stakeholders from a variety of backgrounds and cultures.
• Action-oriented – Maintains an attitude of open, curious and proactive learning, continually expanding own area of understanding and expertise.
• Connects with Others – Listens and fosters open communication through questioning, dialogue, and information sharing.
• Self-confident – Demonstrates humility, mature confidence and courage to innovate, risk, and lead in own role.

QUALIFICATIONS, KNOWLEDGE & SKILLS REQUIRED:

• Bachelor’s degree in Business Administration, procurement, or its equivalent.
• At least three (3) years of progressively responsible procurement and administrative work experience preferably in a non-profit or international NGO.
• Demonstrated experience in procurement and grants focused on ensuring compliance with established rules and regulations, working with a USAID grant is an added value
• Ability, to prioritize multiple assignments in an extremely fast-paced environment, meet deadlines, exercise good judgment, and effectively communicate with Management
• Full and up-to-date computer literacy, especially in all MS and Windows-based applications, including Excel, Word, and other relevant software.
•  Full literacy in accessing email systems and navigating on the internet.
• Demonstrated writing, presentation, and reporting skills.
• Self-starter and ability to undertake tasks without intensive supervision.
• Fluency in spoken and written English language.

EMPLOYMENT CONDITIONS:

• Position is based at Water For People’s Rwanda office.
• Regular travel to program sites.

Salary Range:

 Rwanda’s expected annual gross salary range is Rwf 12,914,055.39 to Rwf 15,587,559.73.

 The actual salary will be determined based on experience and other job-related factors.

Benefits:

Benefits are one of the ways we encourage healthy living for you and your family. Our generous package includes medical and life insurance, annual leave allocation equal to one month of salary, and other benefits in accordance with the Rwanda labor law.