Innovations for Poverty Action Office Manager Job Vacancy in Rwanda

rs to
create and evaluate approaches to solving development problems, to communicate
“what works” in development and to scale up successful projects in a variety of
fields, including health, education, microfinance, governance and agriculture.

Position Summary:
Innovations for Poverty Action (IPA) seeks a qualified Office Manager to join
the team of the IPA Rwanda Office.  This position is responsible for
organizing and coordinating office operations and procedures in order to ensure
organizational effectiveness and efficiency in this rapidly growing office.
 H/she will oversee office administrative activities, including the
reception area, mail, large purchasing requests and facilities.  The
Office Manager should also have an aptitude and interest in assisting with
Human Resources responsibilities. The Office Manager will report to IPA
Rwanda’s Country Representative and work in close coordination with all office
staff.

Responsibilities:

• Manage vender and service relationships,
  including formalizing relationships and negotiating prices

• Support the management team with logistics
  around internal office meetings and project trainings

• Schedule and organize complex activities such
  as travel, bookings and payments for hotels, airport pick up, conferences,
  and department activities for all members of the department and
  international visitors.

• Manage IPA general email account, including
  forwarding incoming general e-mails to the appropriate staff member

• Purchase, receive and store the office
  supplies, ensuring that basic supplies are always available

• Code and file material according to the
  established procedures

• Update and ensure the accuracy of the
  organization’s databases

• Back-up electronic files using proper
  procedures

• Provide secretarial and administrative support
  to management and other staff as needed

• Coordinate the maintenance of office equipment

• Manage office-wide calendar for visitors and
  common spaces

• Picking up mail from the post office and
  maintaining post office box

• Prepare and send outgoing mail and courier
  parcels

• Purchase, receive and store kitchen supplies
  for the office, ensuring that basic supplies are always available

• Assist in the development of Human Resource
  materials and procedures

• Assist Country Office leadership with the
  development of an employee-oriented company culture that emphasizes
  quality, continuous improvement, and high performance

• Coordinate employee orientation and
  recordkeeping

• Assist with compensation and benefits
  administration and recordkeeping

• Employee safety, welfare, wellness, and health
  reporting; and employee services;

• Maintaining employee files and the HR filing
  system

• Assisting with the day-to-day efficient
  operation of the HR office

• Bachelor’s degree or equivalent experience.

• At least 2 years of experience in a non-profit

• At least 1-3 years of previous experience in
  office management.

• Knowledge of office administration

• Knowledge of human resource management and
  supervision

• Ability to maintain a high level of accuracy
  in preparing and entering information 

• Analytical and problem solving skills;
  decision making skills

• Effective  written, verbal and listening
  communications skills in English and Kinyarwanda

• Attention to detail and high level of
  accuracy; good planning and organizational skills

• Well-developed interpersonal and communication
  skills; professional appearance and manner

• Demonstrated ability to design and manage work
  processes

• Demonstrated ability to meet strict deadlines

• Computer literacy, specifically MS Word for
  Windows

• Ability to manage staff (supervisory
  experience)

• Be honest, trustworthy, and be respectful

• Possess cultural awareness and sensitivity and
  be flexible

• Demonstrate sound work ethics