Field Operations Officer

Location: Kayonza, Rwanda
Salary: As per the VSO grading system
Contract type: Permanent
Full Time: 35 hours per week
Application Closing Date: 1 Mar 2020
Interview date: To Be Advised
Start date: 6 April 2020

 

VSO is the world’s leading independent international development organization that works through volunteers to fight poverty in developing countries. Our high-impact approach brings people together to share skills, build capabilities, promote international understanding and action to change lives and make the world a fairer place.

Role overview

Responsibilities:

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1. Office, houses and equipment maintenance

  • Coordinate all accommodation process for volunteers and negotiate a contract with landlords.
  • Ensure all Volunteers houses and furniture repairs are reported and dealt with quickly from the start of volunteer placement to the end.
  • Ensure rent payments for all houses in your appointed region and office did on time and the database is updated with relevant information in order to avoid double payments.
  • Manage Sub office and non-IT equipment maintenance and repairs, as and when they occur.
  • Ensure that cash power is always available and manage its usage
  • Maintain up to date security and health frameworks based on VSO International guidelines
  • Ensure the office is well organized, cleaned, a document filed and offers a good working environment.
  • Ensure systems are in place to safeguard VSO’s assets, ensuring maintenance of premises and other VSO property to VSO audit standards. Maintain appropriate records of all assets, review assets regularly and recommend items for disposal.

2. Procurement and Stock Control

  • Maintain volunteer’s furniture stock control database, ensuring agreed stock levels at Sub office are always maintained.
  •  Manage purchase requests and orders, liaising with employees requesting items, finance, and Operations team as needed and on a timely manner.
  • Ensure a complete inventory of VSO furniture is held by VSO and every equipment is adequately labeled.
  • Assist the Operations Manager to maintain the Country Office’s, Asset Register.
  • Manage stationery supplies for the Sub office staff.
  • Maintain an annual procurement plan for the projects operating in the region.
  • Vendor Management- Work along with different contractors to ensure smooth functioning for all office activities.

3. Logistics

  • Undertake local logistical duties such as booking hotels and venues for workshops, collecting Pro-forma.

4. Vehicle and Motorcycles management

  • Manage day by day vehicle and motorcycle utilization Check and provide monthly analysis on fuel efficiency for the vehicle allocated to regional office and level of individual projects use to the Finance team.
  • Manage file relating to all aspect maintenance and management of that vehicle
  • Monitor vehicle maintenance (cleaning, fuel filling, tires, etc.) and ensure regular service and repairs are undertaken at approved Garages.
  • Drive outside placement as necessary.
  • Ensure that logbook is used well and Communicate to all vehicle users to use it and make sure it is being done effectively.

5. Finance

  • Handle timely all advance and payment requests to meet the implementation plan, clearances in strict respect of deadlines and the monthly cash forecast and ensure close collaboration with BLF accountant and District coordinator.
  • Manage petty cash, regularly reconcile expenditure and record expenditure on payment vouchers in liaison with the Finance Manager.
  • Maintain finance and administrative records.
  • Track, monitor and manage monthly requisition and accountability processes.

6. Support on volunteer Management

  • Receive and provide timely feedback to volunteer inquiries or channel them to an appropriate member of staff.
  • Coordinate and be accountable for the volunteer travels including management of Motorcycle contract management.
  • Support the Finance and People and Operations team to ensure compliance to policies and procedures through guiding field-based staff on compliance requirements.
  • Any other related tasks as assigned by the line manager.
  • Ensure volunteers leaves’ management overall welfare and closely work with District coordinator to ensure timely performance management of all volunteers in the catchment area

7. Events management

  • Arrange, schedule, and support logistically all project events
  • Ensure that the schedule is feasible and suitable for all participants.
  • Ensure proper documentation of events preparation and reporting on the outcome of the event.

8. Program activities

  • Collaborate and support District coordinator on programme planning, implementation and monitoring, partnership engagement in the project implementation, reporting and budget management and replace him/ her in his duties in case of the absence.

Skills, qualifications, and experience
Essential criteria (must have to be able to carry out the role successfully)

  • Bachelor’s degree in a related in management, finance, accounting, procurement and any other related field,
  • At least 6 years of driving experience
  • Extensive knowledge of 4WD vehicle maintenance
  • Experience of managing driver pool
  • Good coordination/management skills
  • High IT knowledge (Word, Outlook, Excel)
  •  Good written and verbal communication skills (Kinyarwanda, English and French)
  • Understanding of the role of international development and more specifically of volunteering in Rwanda
  • Flexibility to adapt, positive attitude towards change and a constructive and creative approach to problem-solving
  • Knowledge of the geography of Rwanda and of Kigali.

Qualities:

  • Demonstrable commitment to delivering excellent logistical service
  • Good interpersonal skills
  • Methodical and self-organized
  • Ability to think quickly to respond to immediate requests
  • Attention to details
  • Flexibility to adapt to new situations, with a positive attitude to working in an international organization with progressive work standards
  • Commitment to VSO’s values, particularly in developing an understanding of HIV&AIDS; Gender mainstreaming and Disability
  • Experience working with international NGOs
  • Prior experience managing logistical operations involving accommodation and security
  • Basic knowledge of databases.

– Female Candidates are encouraged to apply
– A competitive salary will be offered for the right candidate
– This role is open only to Rwanda Nationals

If you’re interested in applying for this role, please download the job description for more information.

To submit your application, click on ‘Make an application’ and complete all relevant fields on the online application form.

MAKE AN APPLICATION

VSO has zero tolerance of abuse and exploitation of vulnerable people. We expect all our employees/volunteers to ensure we protect children, young people and vulnerable adults from harm and abide by our safeguarding policy (PDF).

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