Administration Assistant

Background

Interpeace is an international organisation for peacebuilding that strengthens the ability of societies to manage conflict themselves in sustainable and non-violent ways. Interpeace designs and delivers its work tailored to each situation in partnership with local partners and communities, based on extensive consultation and research. Interpeace also ensures that the processes of conflict management and change that it supports are integrated at all levels of society including local communities, civil society, government and the international community (we call it a ‘Track 6’ approach).

Interpeace was originally established by the United Nations and remains its strategic partner. Beyond field-based peacebuilding, Interpeace also assists the international community – particularly the UN – to be more effective in supporting peacebuilding efforts worldwide. This includes contributing innovative thought leadership on peacebuilding policies and practices.

Interpeace is headquartered in Geneva and has offices around the world.

For more information about Interpeace, please visit www.interpeace.org

Interpeace in Rwanda

Interpeace has been working in Rwanda since 2001. During this time, Interpeace has been working in support of national institutions to strengthen durable peace, through the promotion of social cohesion, social trauma healing, participatory governance, and regional collaboration. In this work, Interpeace has worked with several Civil Society Organisations (CSOs) and is now in the process of developing new multi-year peacebuilding work in partnership with national authorities as well as CSOs.

In recent years, the headline work of Interpeace in Rwanda has been the delivery of two programmes. One has been the Societal Healing and Participatory Governance Programme., focused on group-based trauma healing, and strengthening relations and improving participation of citizens in Imihigo and related processes. The other programme has focused on strengthening the capacity of district level governments to implement participatory governance practices. In addition, Interpeace’s work in Rwanda has been linked to a regional Great Lakes programme focussed on fostering strong relations across borders. A new programme is now being commenced in 2020 in collaboration with national authorities and CSOs, focused on strengthening national mental health capacity, addressing inter-generational transmission of trauma, and promoting reintegration and cohesion of prisoners with the communities to which they return.

Position within the Organisation

The Administration Assistant is a member of the Global Operations Unit which encompasses Finance, IT, Administration, Legal, and HR. The Global Operations Unit is led from the Headquarters office in Geneva, although team members are based in different locations around the world.

Under regular supervision from the Finance and Administration Manager, the Administration Assistant works closely with Programme staff in Kigali and the Great Lakes Region to enable an efficient and effective administration function that responds to the requirements and needs of the Rwanda and Great Lakes Programme.

Purpose and General Overview

The Administration Assistant provides general administration support to ensure a smooth and efficient management of administrative activities in Rwanda and for the Great Lakes region. This includes managing travel and bookings, conducting expense claim reviews, filing and coordinating the logistics for events, preparing and initiating the procurement process for commonly used services and goods in the office (e.g. airlines, taxis, office supplies) and initiate the annual vendor selection process.

Duties and responsibilities

Specific Duties

Office management and Reception

• Maintain the inventory of office equipment, non-expendable property, and services
• Maintain up-to-date global information on preferred vendors and consultancy rosters in coordination with other units
• Monitor stock of stationary and other office supplies, place orders and replenish as necessary
• Maintain a presence at the reception, welcome and receive visitors
• Receive and screen incoming telephone calls
• Receive and open incoming mail – including on confidential matters – copying and circulating as necessary
• Coordinate visitors’ badges and provide any other logistical assistance that may be required
• Coordinate DHL and other outgoing mail
• Maintain the office spaces organized at all times
• Assist with maintenance of records and portfolio lists as requested, maintaining up to date filing systems
• Arrange appointments and schedule meetings for various staff
• Ensure full functionality of office telephone lines. Ensure that telephone accounts are up to date and initiate payments before disconnection
• Coordinate office activities and operations to secure efficiency and compliance with organisational policies

Logistics support

• Coordinate travel logistics, including booking flights, accommodation, and airport transfers. Liaises with HR for required insurances, with finance for travel advances and DSA processing. This involves all International and regional travel
• Communicate (via email) all logistical arrangements to personnel, both regional office and partner organisations in the field
• Arrange for visas for both partners, consultants, and Rwanda office staff.
• Support Programme in the organisation of workshops including supplies and logistics.
• Oversee transportation needs of the Rwanda Office while considering cost effectiveness while ensuring authorization
• Schedule organisation calendar and update as needed
• Supporting department managers and other staff as needed
• Coordinate office premises maintenance to ensure conducive work environment,
• Any other duty as may be assigned

Procurement Support

• Ensures timely, efficient, and effective procurement of goods, services and works, in accordance with the organisation’s Procurement Policy.
• Manage the annual supplier pre-qualification exercise, including Preparation of Request for Proposal documents, receipt, opening and evaluation of quotations or proposals for goods, services or works
• Prepare and manage contracts in liaison with the Finance and Admin Manager ensuring compliance and proper authorization, in accordance with the organisation’s Procurement policies
• Ensure sound partnerships with suppliers
• Maintain files and records for all procurement processes, procurement evaluations, contracts, and Purchase orders
• Submit procurement documents, contract and LPOs for payment processing.
• Facilitate the annual procurement audit and other procurement reviews
• Facilitate for insurance coverage for all assets and equipment

Qualifications

Education

• Completion of commercial or vocational school in administration

Experience

• At least 2 years of experience in administration and logistics in a busy office environment, preferably in an international organisation
• Relevant international exposure demonstrating a capacity to work in a multicultural environment

Competencies

• Proficiency in Microsoft office
• Excellent office management skills
• Ability to work in a multicultural environment successfully and to demonstrate gender-responsive and non-discriminatory behaviour and attitudes.
• Excellent ability to interact with people respectfully and with tact
• Ability to deal with confidential information using discretion and good judgement
• Excellent verbal and written skills in English and Kinyarwanda. Knowledge of French is considered an asset
• Ability to work well under pressure and deliver within required deadlines, often in a fast-paced work environment.
• Advanced organisation and coordination skills

Interpeace Competencies

• Collaboration and Weaving
• Communication
• Drive for results
• Adaptability and Continuous Learning
• Respect for Diversity

The gross annual salary (before taxes) ranges from USD 11,856 to USD 12,312 (salary commensurate with experience and internal salary grid). Other benefits are provided.

Qualified and interested candidates are invited to submit a complete curriculum vitae and a letter of interest to recruitment@interpeace.org no later than 31 October 2020.

“Administration Assistant, Rwanda**”** MUST BE included in the subject line of the application email to be considered.

The application must include an acknowledgement letter

• answering the following questions:

  1. Have you ever been criminally convicted or subject to any criminal or administrative penalty by any competent authority? If yes, please specify:
  2. Have you ever been terminated or separated (e.g. contract termination, dismissal, non-renewal) or subject to any disciplinary measure or sanction by your employer for fraud, harassment, sexual harassment, sexual exploitation, or sexual abuse?
  3. Have you ever resigned while under investigation or during disciplinary proceedings?

• Confirming the following declaration of understanding:

I confirm the accuracy of the information provided, with the understanding that Interpeace will conduct reference checks to verify relevant information.

I understand that if any false or misleading information is provided in my application, or any material fact suppressed, I may not be employed, of if I am employed, I may be dismissed.

Please note that due to high volume of applications, ONLY short-listed candidates will be contacted.

For more information about Interpeace, its values and working principles, please visit the Interpeace website www.interpeace.org.

Interpeace values diversity among its staff and aims to achieve gender equality both through gender parity at all levels of the organisation and promoting a gender dimension in all its work. We welcome applications from women and men, and those with disabilities. We welcome applications from people of all genders, those with disabilities, and those with experience of conflict and violence.