Wednesday, August 10, 2016

Plan,Field Administration Officer Jobs in Rwanda

Plan International Rwanda                              Tel:  + 250 0788305392                                     
P.O. Box 6211                                                                                  
Plot # 821, Kagugu.
KIGALI- RWANDA                                         Web:
Plan International is an independent development and humanitarian not for profit organization that advances chil
dren’s rights and equality for girls.
We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination and its girls who are most affected.
Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.
We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.
We have been building powerful partnerships for children for over 75 years, and are now active in more than 70 countries.
Plan International has been working in Rwanda since 2007 with a major focus on four country programs:  Right to Access Quality and Inclusive Education, Right to Early Childhood Care and Development through United Communities, Right to Youth Economic Security through Active Citizenship and Right to Protection. Plan currently operates in Gatsibo, Kayonza, Rwamagana, Bugesera and Nyaruguru. Plan International Rwanda has entered into partnership with UNHCR and other partners to implement Sexual & Gender Based Violence Responses and Child protection in all Refugees Camps across the country.
"Plan International, Rwanda is deeply committed to realizing children’s rights as enshrined in the United Nations Convention on the Rights of the Child and National Integrated Child Rights Policy– including their rights to protection and freedom from abuse and exploitation. We therefore have an unequivocal child protection policy and zero tolerance to any form of child abuse and exploitation. All who work for us, represent us and visit with us, are expected to abide by our child protection policy and related procedures during their engagement with us. Help us maintain a child safe environment".
To facilitate the implementation of its activities, Plan International Rwanda is inviting applicants from suitably qualified locally based Internationals and/or Rwandan nationals with international experience to fill the following vacant position:
Position: Field Administration Officer
Grade: Level C2 
Type of appointment: Temporary assignment with 4 months contract renewable upon contingency fund.   
Duty Station: Mahama Refugees Camp
Deadline for applications: 17th August 2016
Job summary
Rwanda currently hosts over 75,000 Burundian refugees across refugee camps and urban areas of Kigali. The UN Burundi Regional Refugee Response Plan (RRRP) highlights protection of Burundian refugees and the need for protection programming as the highest concern in order to maintain a safe and secure protection environment for fleeing Burundians. It is against this backdrop that Plan has partnered with Swedish Broadcast Foundation to contribute to the refugee response focusing on strengthening protection for unaccompanied and separated children, through improved education, alternative family-based care and psychosocial support.
The Field Administrative Officer - Temporary Worker (hereafter referred to as Administrative Officer) is in charge of the direct day to day implementation and reporting on the administrative, logistics and procurement activities in Mahama refugee camp and will directly report to the Field Protection Manager based in Mahama refugee camp.Responsible for all of Plan International Rwanda’s Grants in terms financial planning, management, controlling and timely reporting. Responsible to ensuring accurate cash flow forecasts and other financial operations (as below) in adherence to Plan policies and procedures.
Typical Responsibilities - Key End Results of Position:
In collaboration with the Emergency Response Team in Mahama, the Field Administrative Officer will:
  1. Coordinate staff safety and security risk management processes at Camp level and raise with Country Security focal point.
  2. Ensure houses and tents are well maintained for staff and visitors use as well as the offices in the Camps.
  3. Support with the preparation of purchase Requisition for all needed goods and services for the Camp
  4. Ensure all items requested has been delivery on time and meet with specifications, quality and quantity as per requestors specifications
  5. Ensure adequate record keeping(Good Receipt Note ) and the necessary updating of asset and stock inventories;
  6. Produce the weekly distribution list report for items delivery for emergencies
  7. Attend inter administration meetings in consultation with the Field Protection Manager
  8. Ensure staff movement and facilitation of visitors passes to enable them access the compound(sign-in , sign out)
  9. Orientation of new staffs on the administration related issues.
  10. Preparation of the Contracts, invoices and any other administration related documents.
  11.  Responsible for supervising administration casuals labor across the camp
  12.  Responsible for compound management across the camp.
  13.  Prepares monthly Administration related reports while identifying trends and areas for improvement.
  14. In charge of fleet movements and stock management for the camp
  15. Management of Petty cash
  16. Support the HR department in ensuring and maintaining staffs and visitors welfare.
  17.  Perform any other duties and responsibilities assigned by the supervisor or designate.
Indicators for success
  • Provide reception services at Field Office in Nyakarambi
  • Timely procurement processes including supply of goods and services
  • Fleet management for 3 vehicles
  • Assets and stock management
  • Events management at camp level
  • Field Administrative Officer will undertake a thorough induction process on Plan procurement and administration policies and procedures for emergency and donors regulations.
  • Working in collaboration with Emergency Response Team at camp level, district authorities, implementing partners and National Police
  • Duration: 4 months renewable upon contingency fund.
Dealing with Problems:
The Field Administration Officer highlights his/her ability to work with others and serve in a professional capacity successfully. He/she is relied on by Camp to keep things running smoothly with other staff, with suppliers, and with the facilities that house the organization. It is important to show team-working skills, communication abilities, and organizational skills.
The post holder will coordinate the Plan legal portfolio for the administration area, Comply with local regulatory legislation as well as Planning, organizing, providing leadership and controlling all administrative functions at camp level.
Knowledge, Skills, and Experience Required to Achieve Role’s Objectives:
Educational Qualification and Experience
  • Bachelor’s Degree in Business Administration, Business Studies, and Administrative science.
  • At least 3  years’ experience in a similar role, working experience with NGOs will be an added value
  • Demonstrated experience in the management of key administration areas such as logistics, procurement, fixed assets, fleet management, security, etc. .
Skills Specific to the Post
  • Strong administrative skills
  • Analytical and problem solving skills
  • Excellent communication skills
  • Strong team player and motivational skills
  • Strong negotiating and influencing skills
  • Proficient in computer skills
  • Communicates clearly and effectively
  • Demonstrates high degree of transparency and integrity
  • Fluent in English, French and Kinyarwanda
  • Computer knowledge - Microsoft Word, Excel, Outlook

  • Effective networking and interpersonal skills, ability to coordinate a wide range of actors
  • Effective and clear communication
  • Commitment to child rights and gender equality
  • Ability to work under pressure, in fluid, high stress and rapidly changing environments.
  • Strong interpersonal skills, creativity and ability to handle stressful work related conditions under limited supervision
  • Ability and willingness to work in a participatory manner with a diverse range of refugee populations
Respect, integrity, diversity, commitment to excellence, adaptability, ability to perform under stress, innovation, working in partnership, team work, communicating effectively, facilitating change,  personal commitment to children’s rights issues .
The Field Administrative Officer will regularly interact with children and youth in and out of the refugee camp setting. The Field Administrative Officer will be based in Mahama camp in Kirehe District with potential travel to Kigali, other camps and within the district of operation.
Level of Contact with Children:
High level: Frequent interaction with children and refugees
How to Apply 
  • Please hand deliver your applications at the Front Desk of Plan International Rwanda Country Office in Kagugu, Plot number 821. Full Job descriptions are available upon request at Plan Reception during working hours.
Your application should include:-
  1. A covering letter  (ii) A comprehensive CV (iii) Academy Certificates  (iv) Details of 3 referees, one of whom should be your current employer (v) Copy of Valid Work Permit for International locally based candidates
  • Deadline for applications is Wednesday 17th August 2016 @ 5pm.
Please note that applications which do not meet the specified minimum requirements or are received after the closing date will be rejected. Only short listed candidates will be contacted. Qualified Women candidates are particularly encouraged to apply for this position. All application materials will not be returned.

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