Job Objective

To provide efficient and effective administrative support to the Rwanda office, ensuring smooth day-to-day operations and optimal management of office resources, facilities, and services.

Reporting Line

Reports to: Country Manager / Business Development Manager

Supervises: None

Key Responsibilities

• Monitor service contracts, contractors, and consultants to ensure compliance with agreed service level agreements (SLAs), policies, and regulatory requirements.
• Ensure timely processing of accounts payable and maximize available discounts.
• Maintain and regularly update the supplier and vendor database.
• Prepare and process work orders, ensuring proper approvals are obtained.
• Oversee preventive maintenance and general repairs of office facilities and equipment; develop and implement routine maintenance schedules.
• Respond promptly to facility-related complaints and inquiries from staff, vendors, and service providers.
• Ensure adequate and timely supply of office stationery and general consumables.
• Manage office stores, including issuing requisitions and maintaining optimal stock levels through effective inventory control.
• Analyze maintenance and administrative operations, recommending improvements where necessary.
• Maintain accurate document management systems (both physical and electronic records).
• Support administrative requests from subsidiaries and internal stakeholders.
• Prepare payment requests and manage petty cash processes.
• Generate monthly expenditure reports and track administrative costs.
• Respond to audit queries related to stores and administrative records.
• Supervise and provide direction to cleaning staff and security personnel.
• Support budget planning by providing necessary administrative input to the HRA Lead.
• Provide overall administrative support to the HRA Lead on all related matters.

Key Performance Indicators (KPIs)

• Accuracy of maintenance schedules (minimal errors).
• Number of facility-related complaints received.
• Timeliness in preparing monthly expenditure reports.
• Customer satisfaction levels (internal and external stakeholders).
• Availability and responsiveness of administrative support services.
• Accuracy and completeness of data management (minimum 95% compliance).
• Error rate in document filing (hard and soft copies).

Competency Requirements

Core Skills

• Cost and budget management
• Procurement and vendor management
• Transportation and logistics coordination
• Negotiation skills
• Resourcefulness and problem-solving
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)

Generic Skills

• Strong results orientation
• Ability to multitask and manage priorities
• Excellent interpersonal and communication skills
• Analytical thinking and initiative
• Administrative and organizational ability
• Creativity and innovation
• Responsiveness and customer focus

Qualifications and Experience

Education

• Bachelor’s degree in Business Administration, Economics, Accounting, Management, Law, or a related field.
• An advanced degree in a relevant discipline is an added advantage.

Experience

• Minimum of 5 years’ experience in office administration or a related field.

Professional Membership

• Membership in a relevant professional body is an added advantage.

Q-Sourcing Servtec is an equal opportunity employer.

• Monitor service contracts, contractors, and consultants to ensure compliance with agreed service level agreements (SLAs), policies, and regulatory requirements.
• Ensure timely processing of accounts payable and maximize available discounts.
• Maintain and regularly update the supplier and vendor database.
• Prepare and process work orders, ensuring proper approvals are obtained.
• Oversee preventive maintenance and general repairs of office facilities and equipment; develop and implement routine maintenance schedules.
• Respond promptly to facility-related complaints and inquiries from staff, vendors, and service providers.
• Ensure adequate and timely supply of office stationery and general consumables.
• Manage office stores, including issuing requisitions and maintaining optimal stock levels through effective inventory control.
• Analyze maintenance and administrative operations, recommending improvements where necessary.
• Maintain accurate document management systems (both physical and electronic records).
• Support administrative requests from subsidiaries and internal stakeholders.
• Prepare payment requests and manage petty cash processes.
• Generate monthly expenditure reports and track administrative costs.
• Respond to audit queries related to stores and administrative records.
• Supervise and provide direction to cleaning staff and security personnel.
• Support budget planning by providing necessary administrative input to the HRA Lead.
• Provide overall administrative support to the HRA Lead on all related matters.

• Cost and budget management
• Procurement and vendor management
• Transportation and logistics coordination
• Negotiation skills
• Resourcefulness and problem-solving
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
• Strong results orientation
• Ability to multitask and manage priorities
• Excellent interpersonal and communication skills
• Analytical thinking and initiative
• Administrative and organizational ability
• Creativity and innovation
• Responsiveness and customer focus

• Bachelor’s degree in Business Administration, Economics, Accounting, Management, Law, or a related field.
• An advanced degree in a relevant discipline is an added advantage.
• Minimum of 5 years’ experience in office administration or a related field.
• Membership in a relevant professional body is an added advantage.