Rw-Field Administrative Officer (National)

Position Title: Field Administrative Officer

Reports To: Administrative Supervisor

Supervises: Driver and Janitor

Division: CWS Africa

Department: Administration

Team: Kigali-Rwanda

Job Location: One of the Field Offices; Kabarore, Karongi, Kirehe

Grade Level: Grade 5, Officer, National

Introduction: Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement, and disaster. CWS does not discriminate based on race, color, religion, sex, national origin, gender identity, genetic information, age, disability, or veteran status in employment or in the provision of services.

Primary Purpose:

This position is responsible for running and coordinating the day-to-day administrative duties of CWS RSC Africa’s Field Office. This includes providing administrative support to all field office staff and assisting in daily office needs. He /She will also play a supervisory role for Drivers and Janitors.

Key relationships

Internal to CWS

• Finance and Administration Manager
• Administrative Supervisor
• Other team members in the Finance & Administration and Program departments.

External

• Vendors
• Customers
• Any other Partners in relation to his/her capabilities

Core Job Responsibilities:

Administration (40%)

• Provides day-to- day administrative support to field Office Staff
• Co-ordinates office activities and operations to secure efficiency and compliance to CWS RSC Africa policies and procedures.
• Assists in the preparation and distribution of documents, reports and correspondences.
• Facilitates communication between field office staff and country Office.
• Relay important information to field personnel and ensure they are updated on Company policies and procedures.
• Coordinates travel arrangements by ensuring that drivers are on stand-by to pick or drop visitors, staff, and/or equipment/supplies to various destinations as required.
• Manages logistics for field operations including transportation, Office supplies, cleaning supplies, equipment’s, etc
• Collaborates with the country Office to order and take stock of office supplies, cleaning supplies and other needed supplies for a smooth functioning of filed office operations.
• Generates regular reports on field activities and performance.
• Provides feedback to management on challenges and opportunities in the field.
• Utilizes technology and software for efficient record-keeping and communication.
• Provides technical support to field staff for relevant tools and systems when required.
• Schedules meetings (including virtual meetings) and meeting rooms as required on the Outlook Calendars.
• Continuously works on finding ways to improve administrative processes.
• Performs other duties as assigned which are designed and developed to improve the operations of the CWS RSC Africa Office.
• Maintains and monitors the organization’s fleet of vehicles.
• Schedule regular maintenance and repair of vehicles and ensure they are in good working conditions.
• Tracks fuel consumption, mileage, and other relevant data for reporting purposes
• Ensure that the field offices and facilities are well maintained and comply with safety and hygiene standards.
• Address and resolve issues related to administrative and logistical challenges.
• Collaborate with various departments such as logistics, human resources, and finance to ensure seamless operations.
• Communicate effectively with team members to address any administrative or logistic challenges.
• Monitors and controls expenses related to transportation, janitorial services and facility management.
• Prepares regular reports on administrative and logistical activities for management.

Compliance (20%)

• Ensure compliance with safety regulations in the field office.
• Implements and enforces company policies and procedures.

Leadership and Management (20%)

• Manages and coordinates the daily activities of driver.
• Assigns driving tasks, routes and responsibilities based on the needs.
• Ensures that Drivers adhere to safety regulations and organizational policies.
• Manages and oversees janitorial staff responsible for maintaining cleanliness in the field office.
• Develops and ensures implementation of cleaning schedules and protocols.
• Conducts regular safety briefings for driver and janitorial staff.

Record and Data Management (15%)

• Maintain accurate and up-to-date records of field activities.
• Collect and compile data from various departments for reporting purposes.

Additional roles and responsibilities 5%

• Performs other duties, which are developed and assigned to improve the operations of the CWS/RSC Africa-Field office.

Qualifications:

Experience:

• Minimum of 4 years of relevant work experience in similar role preferably in a nonprofit environment required.
• Direct experience in managing sensitive and confidential matters with a high level of professionalism.
• Experience with event planning, coordinating travel logistics, and managing calendars preferred • Previous experience working with an International NGO is an added advantage

Skills:

• Strong independent thinking skills with ability to work independently and follow through on assignments with minimum supervision.
• Strong organizational skills with demonstrated experience working on multiple projects simultaneously.
• Strong interpersonal skills with the ability to build relationships within the organization and externally.
• Excellent administrative and customer service skills
• Excellent written and oral communication skills, including the ability to draft correspondence and other communication with minimum direction.
• Professional maturity and strong decision-making skills
• Forward looking thinker, who actively seeks opportunities and proposes solutions.
• Proficiency in Microsoft Office 365 (Outlook, SharePoint, Word, Excel, and Power point) and other work management platforms e.g. Monday.com
• Knowledge of office management systems and procedures
• Demonstrated written and verbal English skills.
• Committed to and conform with the organization’s mission.

Education & Certifications:

• Bachelor’s degree in business administration or related field; or four (4) years of paid work experience in lieu of a bachelor’s degree is required.

Abilities:

• Manage large and diverse workload under pressure with competing priorities.
• Maintain the integrity of official records.
• Analyse and solve complex problems and make sound decisions.
• Work with minimal supervision
• Maintain a high-performance standard with attention to detail.
• Work independently and contribute to overall operations of RSC Africa; Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP)

Important Requirements:

• Strong English communication skills, both written and oral.
• Ability to work in a multi-cultural environment required.
• Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.

Special Requirements:

• COVID Vaccination is required for all successful candidates.
• The candidate should be in good health, willing and able to travel extensively in often difficult conditions and have a high degree of flexibility.
• This position is based in one of the following field Office areas (Kabarore, Kirehe, Karongi)
• This position requires the use of laptops/ Computers, competence in Microsoft office packages is required.
• This position may require travel in sub-Saharan Africa on short notice and under sometimes difficult conditions to meet the demands of a dynamic operational program.
• Background check which includes references, educational and criminal check is required before the start of employment.
• A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel.
• Physical: This position requires bending, squatting, crawling, climbing, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying heavy loads.
• Environmental: Incumbents in this position will be exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces
• Full time
• All employees should be prepared to work from the CWS office within their location of hire. Remote work arrangements may vary depending on location and the governing rulings regarding the COVID-19 pandemic.
• Any other special requirements that may be developed by Leadership and/or Management teams.

Please Note – CWS recruitment is free of charge. Church World Service (CWS) does not charge fees of any kind during the recruitment process (Submission of application, interviews, assessments, trainings, etc.). Any solicitation of funds should be reported to [email protected].