CHF International is seeking a General Services Manager (GSM) to monitor all procurement activities; asset
management and provide administrative support in the implementation of all Programs that are managed by CHF International in Rwanda.
The goal of USAID/Higa Ubeho is to help vulnerable populations reduce the risk of HIV and other health threats through increased use of health and social support services. In addition, the program provides technical assistance to Rwandan Partner Organizations (RPOs) to lead the delivery of services to vulnerable households. The General services manager will be responsible for monitoring all procurement activities in the implementation of all Programs that are managed by CHF International in Rwanda.
Responsibilities:
She/he will ensure compliance with all USAID rules and regulations and that the necessary systems and documentation is in place and being followed. She/he will be responsible for identifying gaps in the procurement cycle and bringing these to the DFA’s attention for rectification. In addition the GSM will be responsible for providing general administrative support to the program and also for Facilities and Asset management. This will extend to supervising the maintenance and housekeeping staff; coordinating supportive services e.g. mail distribution, record keeping, procurement planning and execution, as well as managing the logistics team including drivers. The General Services Manage will be supervised by the Director Finance and Administration (DFA).
The General Service Manager will specifically be responsible for the following;
• Actively participate in start up and close down of projects or partner relationships in order to ensure that each project achieves its goals and objectives
• Ensure that the Code of conduct of CHF is enshrined in all activities that he is responsible for and that he supports the staff he supervises to fully operate within its prescriptions
• Maintain strict confidentiality of all privileged information regarding contractual, human resources and fiscal matters
• Constantly review and bring to the DFA gaps in CHF systems and operating environment that may compromise CHF’s ability to fully adhere to an effective compliance regime.
• Work with the CHF team in setting up systems and policies that facilitate effective and timely provision of procurement and logistical support to the program.
• Provide guidance and oversight in enabling full compliance in all our procurement actions to USAID rules and regulations , including ensuring full competition, antiterrorism checks; source origin requirements; etc
• Ensure that all Procurement activities strictly adhere to (and where necessary any deviations are justified, duly approved and documented) CHFs guidelines specified in the Finance Field Accounting manual
• Maintenance of office building, grounds, equipment and vehicles in full compliance to CHFs policies and generally accepted safety practices.
• Fully monitor all movement of assets, keys and equipment, ensuring an up to date asset inventory, log out systems for all equipment and regular physical verifications to ascertain location and condition of assets.
• Ensure by setting up the necessary systems the full compliance by CHF, with all statutory and legal requirements by the organization including registration of organization, support timely renewal of work/dependency permits where required; road licenses, insurance renewals etc.
• Oversee the security of the office building and grounds in liaison with the hired security company.
• Ensure that CHF assets especially vehicles are used according with the applicable organization vehicle management policy
• Participate in providing decision support information e.g. budgeting information especially relating to pricing, asset replacement planning, procurement planning and provide input to program implementation planning.
• Other Duties and responsibilities as will be assigned by the DFA and/or Chief of Party (CoP).
Qualifications:
• . Minimum 5 years of progressive working experience in the areas of Administration, Sales & marketing with a focus on customer care. Experience working in the East African region preferred.
• Equivalent combination of education and experience will also be considered.
• Proven capacity to effectively manage a diverse team.
Education:
• University degree in administration, Marketing, Commerce or any other similar field
Language:
• Fluency in English and Kinyarwanda required.
• Fluency in French is an asset.
Applicants should apply in English and include a cover letter and detailed CV documenting work history and current responsibilities. Please do not send copies of educational certificates at this time. Send electronic submissions to info@rw.chfinternational.org and use subject: CHF/ General Services Manager. Only the selected candidates will be contacted.
ALL APPLICATIONS MUST BE RECEIVED BY Thursday APRIL 19th 2012
