Administrative Supervisor- Rwanda National At Church World Service

Position Title: Administrative Supervisor

Reports To: Finance & Administration Manager

Supervises: Logistics Officer (Fleet and Travel), Field Administrative Officer, Facilities & Stores Officer.

Division : CWS Africa

Department: Finance and Administration

Team: Rwanda

Job Location: Kigali, Rwanda

Grade Level: Grade 7, 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 on the basis of 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:

Administrative Supervisor will have overall responsibility of CWS Rwanda office operations function including Travel & Logistics, office management, facilities and stores units. The position will coordinate office operations and procedures to ensure organizational effectiveness, efficiency, and safety. Administrative Supervisor will ensure that operations function provide high-quality, responsive, timely and cost-effective services to support implementation of USRAP activities within the framework of local laws, donor requirements, CWS RSC policies and standard operating procedures. The holder of this position will report to Finance and Administration Manager and will supervise Logistics Officer (Fleet and Travel), Administrative Officer, Facilities and Stores Officer.

Key Relationships

Internal to CWS

• Finance and Administration Manager
• Logistics Officer (Fleet& Travel)
• Administrative Officer
• Facilities and Stores Officer
• Field Administrative Officer
• Other Country Office team members.

External

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

Working Environment

• Office environment. Periodic travel to the field as may be required.

Core Job Responsibilities:

Leadership and Management (35%)

• Provide direct leadership and management to the administration team to include team organization, staffing, training and development, performance management, employee engagement, conflict resolution, coaching and mentorship as well as day to day supervision of direct reports.
• Identify training needs, develop and implement training plans for the administration team in coordination with the training unit.
• Ensure that relevant administration and fleet Standard Operating Procedures are regularly updated, disseminated and training sessions on the same is organized.
• Develop and maintain good working relationship with external partners, vendors, contractors, and other stakeholders.
• Coordinate staff events/team buildings such as staff day, staff socials and staff trainings for the CWS Rwanda Country Office.
• Provide originality, initiative and good judgment in applying CWS RSC Africa policies to new and unusual problems.
• Manage and monitor workload within the unit and prioritizes work assignments accordingly.
• Coordinate, support and liaise with other CWS Africa offices and sub-offices regarding visits, reports, office policies and services.
• Provide and maintain a safe, healthy, and professional work environment for the Administration unit staff.

Administration (20%)

• Provides oversight on all administrative vendor contracts ensuring they are updated/renewed accordingly and works closely with procurement unit on the management of vendor contracts.
• Actively involved in the management of vendors, ensuring regular evaluations of such vendors are carried out as well as updating the vendor list in consultation with the procurement unit.
• Supervise the property unit/Asset management and maintenance of accurate records in sylogist system and preparation of Pro 1Bs and other procurement documents to ensure accuracy in the IPMIS system.
• Provide Oversight for general office and facilities management to include management of office equipment.
• Ensure adequate level of office supplies and maintain a system for office supplies allocation and tracking.
• Ensure that the office premises are well maintained and provided with common services.
• Oversee quarterly stock-take of inventory and report on variances identified and put in place measures to replacement for the missing items
• Responsible for maintaining a proper filing system that facilitates easy retrieval of the documents.

Budgeting & Reporting (20%)

• Supports the annual budgeting process by overseeing projections for administration unit and costing out of items proposed in the budget.
• Implement general services unit activities (logistics, property, and office management) at CWS Rwanda country office within the approved organizational budget.
• Oversee the monthly projections of expected expenses and monitor expenditure for the CWS Rwanda Country office Administration unit.
• Produce relevant reports for management decision making.

Risk and Compliance (20%)

• Oversees all CWS Rwanda country office operations functions and ensures strict compliance with CWS RSC policies, Cooperative Agreement, relevant OMB circulars and 2 CFR 200.
• Lead and champion implementation of CWS policies, standard operating procedures and best practices as well as organizational culture to support staff and at the same time make contributions to administration division strategies for ensuring staff fully understand and abide by CWS policies.
• Oversee development, implementation, dissemination, monitoring, and adherence of Standard Operating procedures (SOPs) for the administrative unit in CWS Rwanda Country office.
• Follow-up and resolve any audit findings.
• Ensure all activities and operations are performed in accordance with the laid down standard operations procedures, government regulations and any federal laws and regulations governing business operations.

Additional Responsibilities (5%)

• Other duties that may be assigned to enhance the quality and efficiency of support services to attain set objectives and maintain high professional standards of RSC Africa.
• Execute special projects and other duties as assigned by CWS/RSC Africa Leadership.

Qualifications:

Experience:

• Minimum of six (6) years of relevant work experience required.
• Three (3) years work experience in an INGO preferred.
• Minimum of one (1) year of supervisory experience required.
• Two (2) years of work experience in an organization that adheres to US Government CFR 200 required.

Skills:

• Strong computer skills, in particular Microsoft Excel, Word, Outlook, and Access required.
• Excellent organizational and time management skills
• Strong verbal and written English language skills.
• Working knowledge of ERP System-Dynamics 365
• Working knowledge of the 2 CFR 200
• Knowledge of Kigali laws and customs preferred.

Education & Certifications:

• Bachelor’s degree in business administration, Public Administration, Strategic Management, or a related field is required.
• Master’s Degree preferred.

Abilities:

• Supervise staff to ensure policies and procedures are implemented and executed in accordance with guidelines and standard operating procedures.
• Maintain a high-performance standard with attention to detail, completing tasks within set timeframes.
• Exercise good judgement and seek guidance as appropriate when confronted with unanticipated problems.
• Deal effectively and courteously with many associates, outside agencies, refugees, and members of the public.
• Manage large and diverse workload under pressure with competing priorities.
• Maintain the integrity of official records.
• Analyze and solve complex problems and make sound decisions.
• Work with minimal supervision.
• Work independently and contribute to overall operations of RSC Africa
• Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).
• Be flexible with changing of daily duties as needed.
• 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

Important Requirements:

• Strong English communication skills, both written and oral
• Ability to work in a multi-cultural environment require.
• 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 of good health, willing and able to travel extensively in often difficult conditions and have a high degree of flexibility.
• This position is based in Kigali Rwanda
• This position requires 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 demands of a dynamic operational program.
• Background check which includes references, and an 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, training, etc.). Any solicitation of funds should be reported to Fraud@CWSAfrica.org.