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Administration Supervisor - Kigali
Position : Administration Supervisor - Kigali
We are looking for an Administration Supervisor.
This position is primarily responsible for overseeing the Logistics, Finance, General Services and Office Management functions at the Compassion Aid Office which include compliance with the policies, strategic planning, budget preparation, planning, coordination and management, and reporting. The position will coordinate office operations and procedures to ensure organizational effectiveness, efficiency, and safety. The position will also oversee the planning, training, quality control, and monitoring of the Logistics,
Responsibilities :
Management and Supervision;
- Organizes and supervises the administrative functions (Logistics, Finance, General Services, and Office Management)
- Ensures the relevant SOPs are regularly updated and stored and training sessions on the same arranged.
- Develops and maintains good working relationship with external partners, vendors, contractors and other stakeholder.
- Manages and monitors workload within the unit and prioritizes work assignment accordingly.
- Ensures maintenance of a filing system that facilitates easy retrieval of the administrative documents for the Logistics, Finance, General Services and Office Management units.
- Plans and executes annual process reviews for the Logistics, Finance, General Service and Office Management units
- Liaises with the Admin Assistant and the General Service Officer to ensure a clean working environment is regularly maintained.
- Serves as a focal point for the Resource Center by monitoring the check in and out of items and updating the Resource Center Data base.
Budget
- Supports the annual budgeting process by overseeing projections for units under their supervision and costing out of items proposed in the budget.
- Manages the element of logistics, finance, general services and office management within the organizational budget.
- Oversees the monthly projections of expected expenses and monitors expenditure related to Logistics, Finance, General Services and Office Management units.
Compliance
- Ensures the Logistics, Finance, General Service and Office Management units are in compliance with Fileserver organization and group email protocols.
- Conducts job function observations of Logistics, Finance, General Services, and Office Management staff to ensure compliance is met and identify any areas of improvement or training needs.
Administration (Logistics, Finance, General Services and Office Management)
- Oversees the reorder level of all stores supplies and ensures there are no stock outs and that adequate inventory levels are maintained for all supplies.
- Monitors and manages all vendor contracts ensuring they are updated/renewed accordingly and serves as the custodian of all vendor contracts.
- Actively involved in vendor management, ensuring regular evaluations of the vendors is carried out and updating on the vendor list.
- Conducts regular market surveys to determine the best price for quality goods and services in conjunction with any appointed specialists by getting the cost estimates which are then compared against the quotes for large purchases.
- Manages timelines around Request for Proposals (RFP) to ensure professional and timely delivery of goods and services.
Required profile for job ad : Administration Supervisor - Kigali
- Minimum of five (2) year of supervisory experience, preferred, with an international NGO in a similar position 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 Sage ERP System
Education & Certifications:
- Bachelor’s Degree in Business Administration, Public Administration, Strategic Management or a related field is required. All applications to be sent to [email protected] not later than 31st January 2025.
Job criteria for job ad : Administration Supervisor - Kigali
- Job category : Accounting, controlling, finance
- Industries : Banking, insurance, finance
- Employment type : Permanent contract - Fixed-term contract
- Region : Kigali Province - International
- City : Kigali
- Experience level : Less than 2 years - 2 to 5 years - 5 to 10 years - More than 10 years
- Educational level : Technical school - College - HND - Bachelor - Master - Doctorate
- Number of Position(s) : 1
- Finance
- Budgeting
- Vendor Management
- Assistantship
- Office Management
- Reporting
- Training
- Administrative Documents
- HR Training
- Administration
- Inventory
- WORD
- Accounting
- Controlling
Please report any irregularities by using the candidate contact form and selecting the subject "Report a job ad".

