Head of Administration / Office Manager
2025-08-05T10:48:56+00:00
ITM Africa Ltd
https://cdn.greatrwandajobs.com/jsjobsdata/data/employer/comp_1577/logo/ITM%20Africa%20Ltd.png
https://www.itmafrica.com/en
FULL_TIME
kigali
Kigali
00000
Rwanda
Nonprofit, and NGO
Admin & Office
2025-08-20T17:00:00+00:00
Rwanda
8
ITM AFRICA LTD, a world leading HR Services provider is recruiting an OFFICE MANAGER on behalf of KFW. As Head of Administration you will be responsible for the overall office management and general coordination, focused on the activities of KfW Office Kigali and KfW Office in Bujumbura. You will report to the Office Director. Some of the tasks will be carried out by other staff (receptionist, driver/logistician, cleaner) under your supervision and quality assurance.
Within this context, your tasks include the following responsibilities:
Finance and accounting
- Record of office expenses in the KfW accounting system following KfW´s accounting guidelines. Carry out monthly accounting on the basis of respective accounting software. Prepare and control monthly financial reports.
- Manage office cash, bank accounts / account statements
- Assist in the preparation of annual budgets and their monitoring
- Support the claiming of tax / VAT
- Ensure proper documentation and audit-proof confidential filing of financial related documents
Office management
- Execute of all administrative affairs concerning daily office operations
- Communication with official authorities concerning administrative, legal and other issues with regard to the KfW Office
- Ensure office equipment and vehicles have regular maintenance schedules in place and these are adhered to KfW standards
- Monitor existing service contracts with third parties (e.g. landlords, insurances, telecommunication companies, consultants)
- Manage office supplies including stationeries, kitchen supplies, cleaning materials etc.
- Interact with KfW Headquarter on any relevant issues to ensure compliance with relevant rules and regulations
- Supervise and exercise travel cost calculation and reimbursement procedures
- Assure that all disbursements and payments to suppliers/service providers are made on time
- Make sure all office operations are in line with KfW rules, regulations and procedures, incl. compliance related matters
- Make recommendations regarding improvement of procedures and administration, among others
- Support the execution of all PR measures (printing material, rollups, etc.)
- Be the focal person for IT (coordinate with IT experts in offices and headquarters) and the office´s data protection officer.
Procurement
- Monitor availability and manage procurement of office supplies and external services (incl. insurances)
- Initiate, maintain, carry out, and be responsible for procurement (negotiates costs, orders stationary, inspects delivery etc.), including quotation procedures, in accordance with management decision and KfW procurement guidelines and receive and check delivered materials
- Keep database on suppliers and conduct regular search for alternatives
- Assist in tax and other custom clearance formalities
HR function
- Supervise processing of staff contracts, benefits and monthly payroll (incl. calculation and payment of taxes, RSSB, etc.)
- Coordinate process of new and departing staff
- Prepare and support with visa applications and work permits for seconded staff
- Maintain and update staff personal files and leave reports
- Supervise supporting staff (receptionist, driver, cleaner)
- Organize and participate in recruiting processes of office local staff
- Coordinate implementation of safety and security regulations
- Support processes related to employment of interns
Supporting tasks, missions arrangements and events
- Write and draft correspondence, reports, forms and other documents
- Organize and coordinate the schedule and appointments of the Office Director and other staff
- Compile and organize information materials for the Director and/or meetings on request
- Answer, screen, forward and/or return phone calls and messages
- Manage incoming and outgoing correspondence including letters and e-mails, and organize them so that priorities are attended to first
- Monitor required answers and carry out correspondence, as requested
- Make photocopies and scans documents, if and when required
- Assist in the timely preparation and organization of meetings, workshops, seminars and events
- Manage the office calendar indicating business trips, leaves and missions
Job related profile (know how and social competence related skills)
Requirements and skills
- University degree in management, administration, accounting or similar field
- A minimum of 5 (but preferably more) years of relevant working experience preferably with one of Rwanda´s Cooperation Partners, large international NGOs, consulting companies or the banking sector.
- Fluency in English and French (speaking/writing). German language is not required but would be an asset, wanting to learn German would be a plus
- Strong organizational and administrative skills to manage a broad scope of tasks accurately - attention to details is essential
- Excellent verbal and written communication skills.
- Supportive attitude, even under stress
- Proven ability to build and manage business relationships and to establish a business network. Strong negotiation skills, able to understand other stakeholders’ interest and to develop mutually-beneficial solution strategies;
- Computer literacy in excel, accounting software, online banking and the like and an affinity to database management and other systems that could increase the efficiency of our current systems
- Should feel comfortable working in an international setting
Within this context, your tasks include the following responsibilities: Finance and accounting Record of office expenses in the KfW accounting system following KfW´s accounting guidelines. Carry out monthly accounting on the basis of respective accounting software. Prepare and control monthly financial reports. Manage office cash, bank accounts / account statements Assist in the preparation of annual budgets and their monitoring Support the claiming of tax / VAT Ensure proper documentation and audit-proof confidential filing of financial related documents Office management Execute of all administrative affairs concerning daily office operations Communication with official authorities concerning administrative, legal and other issues with regard to the KfW Office Ensure office equipment and vehicles have regular maintenance schedules in place and these are adhered to KfW standards Monitor existing service contracts with third parties (e.g. landlords, insurances, telecommunication companies, consultants) Manage office supplies including stationeries, kitchen supplies, cleaning materials etc. Interact with KfW Headquarter on any relevant issues to ensure compliance with relevant rules and regulations Supervise and exercise travel cost calculation and reimbursement procedures Assure that all disbursements and payments to suppliers/service providers are made on time Make sure all office operations are in line with KfW rules, regulations and procedures, incl. compliance related matters Make recommendations regarding improvement of procedures and administration, among others Support the execution of all PR measures (printing material, rollups, etc.) Be the focal person for IT (coordinate with IT experts in offices and headquarters) and the office´s data protection officer. Procurement Monitor availability and manage procurement of office supplies and external services (incl. insurances) Initiate, maintain, carry out, and be responsible for procurement (negotiates costs, orders stationary, inspects delivery etc.), including quotation procedures, in accordance with management decision and KfW procurement guidelines and receive and check delivered materials Keep database on suppliers and conduct regular search for alternatives Assist in tax and other custom clearance formalities HR function Supervise processing of staff contracts, benefits and monthly payroll (incl. calculation and payment of taxes, RSSB, etc.) Coordinate process of new and departing staff Prepare and support with visa applications and work permits for seconded staff Maintain and update staff personal files and leave reports Supervise supporting staff (receptionist, driver, cleaner) Organize and participate in recruiting processes of office local staff Coordinate implementation of safety and security regulations Support processes related to employment of interns Supporting tasks, missions arrangements and events Write and draft correspondence, reports, forms and other documents Organize and coordinate the schedule and appointments of the Office Director and other staff Compile and organize information materials for the Director and/or meetings on request Answer, screen, forward and/or return phone calls and messages Manage incoming and outgoing correspondence including letters and e-mails, and organize them so that priorities are attended to first Monitor required answers and carry out correspondence, as requested Make photocopies and scans documents, if and when required Assist in the timely preparation and organization of meetings, workshops, seminars and events Manage the office calendar indicating business trips, leaves and missions
Excellent verbal and written communication skills. Supportive attitude, even under stress Proven ability to build and manage business relationships and to establish a business network. Strong negotiation skills, able to understand other stakeholders’ interest and to develop mutually-beneficial solution strategies; Computer literacy in excel, accounting software, online banking and the like and an affinity to database management and other systems that could increase the efficiency of our current systems Should feel comfortable working in an international setting
Requirements and skills University degree in management, administration, accounting or similar field A minimum of 5 (but preferably more) years of relevant working experience preferably with one of Rwanda´s Cooperation Partners, large international NGOs, consulting companies or the banking sector. Fluency in English and French (speaking/writing). German language is not required but would be an asset, wanting to learn German would be a plus Strong organizational and administrative skills to manage a broad scope of tasks accurately - attention to details is essential
JOB-6891e1988c605
Vacancy title:
Head of Administration / Office Manager
[Type: FULL_TIME, Industry: Nonprofit, and NGO, Category: Admin & Office]
Jobs at:
ITM Africa Ltd
Deadline of this Job:
Wednesday, August 20 2025
Duty Station:
Kigali | Rwanda
Summary
Date Posted: Tuesday, August 5 2025, Base Salary: Not Disclosed
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JOB DETAILS:
ITM AFRICA LTD, a world leading HR Services provider is recruiting an OFFICE MANAGER on behalf of KFW. As Head of Administration you will be responsible for the overall office management and general coordination, focused on the activities of KfW Office Kigali and KfW Office in Bujumbura. You will report to the Office Director. Some of the tasks will be carried out by other staff (receptionist, driver/logistician, cleaner) under your supervision and quality assurance.
Within this context, your tasks include the following responsibilities:
Finance and accounting
- Record of office expenses in the KfW accounting system following KfW´s accounting guidelines. Carry out monthly accounting on the basis of respective accounting software. Prepare and control monthly financial reports.
- Manage office cash, bank accounts / account statements
- Assist in the preparation of annual budgets and their monitoring
- Support the claiming of tax / VAT
- Ensure proper documentation and audit-proof confidential filing of financial related documents
Office management
- Execute of all administrative affairs concerning daily office operations
- Communication with official authorities concerning administrative, legal and other issues with regard to the KfW Office
- Ensure office equipment and vehicles have regular maintenance schedules in place and these are adhered to KfW standards
- Monitor existing service contracts with third parties (e.g. landlords, insurances, telecommunication companies, consultants)
- Manage office supplies including stationeries, kitchen supplies, cleaning materials etc.
- Interact with KfW Headquarter on any relevant issues to ensure compliance with relevant rules and regulations
- Supervise and exercise travel cost calculation and reimbursement procedures
- Assure that all disbursements and payments to suppliers/service providers are made on time
- Make sure all office operations are in line with KfW rules, regulations and procedures, incl. compliance related matters
- Make recommendations regarding improvement of procedures and administration, among others
- Support the execution of all PR measures (printing material, rollups, etc.)
- Be the focal person for IT (coordinate with IT experts in offices and headquarters) and the office´s data protection officer.
Procurement
- Monitor availability and manage procurement of office supplies and external services (incl. insurances)
- Initiate, maintain, carry out, and be responsible for procurement (negotiates costs, orders stationary, inspects delivery etc.), including quotation procedures, in accordance with management decision and KfW procurement guidelines and receive and check delivered materials
- Keep database on suppliers and conduct regular search for alternatives
- Assist in tax and other custom clearance formalities
HR function
- Supervise processing of staff contracts, benefits and monthly payroll (incl. calculation and payment of taxes, RSSB, etc.)
- Coordinate process of new and departing staff
- Prepare and support with visa applications and work permits for seconded staff
- Maintain and update staff personal files and leave reports
- Supervise supporting staff (receptionist, driver, cleaner)
- Organize and participate in recruiting processes of office local staff
- Coordinate implementation of safety and security regulations
- Support processes related to employment of interns
Supporting tasks, missions arrangements and events
- Write and draft correspondence, reports, forms and other documents
- Organize and coordinate the schedule and appointments of the Office Director and other staff
- Compile and organize information materials for the Director and/or meetings on request
- Answer, screen, forward and/or return phone calls and messages
- Manage incoming and outgoing correspondence including letters and e-mails, and organize them so that priorities are attended to first
- Monitor required answers and carry out correspondence, as requested
- Make photocopies and scans documents, if and when required
- Assist in the timely preparation and organization of meetings, workshops, seminars and events
- Manage the office calendar indicating business trips, leaves and missions
Job related profile (know how and social competence related skills)
Requirements and skills
- University degree in management, administration, accounting or similar field
- A minimum of 5 (but preferably more) years of relevant working experience preferably with one of Rwanda´s Cooperation Partners, large international NGOs, consulting companies or the banking sector.
- Fluency in English and French (speaking/writing). German language is not required but would be an asset, wanting to learn German would be a plus
- Strong organizational and administrative skills to manage a broad scope of tasks accurately - attention to details is essential
- Excellent verbal and written communication skills.
- Supportive attitude, even under stress
- Proven ability to build and manage business relationships and to establish a business network. Strong negotiation skills, able to understand other stakeholders’ interest and to develop mutually-beneficial solution strategies;
- Computer literacy in excel, accounting software, online banking and the like and an affinity to database management and other systems that could increase the efficiency of our current systems
- Should feel comfortable working in an international setting
Work Hours: 8
Experience in Months: 60
Level of Education: bachelor degree
Job application procedure
Please note that only shortlisted applicants will be contacted for an interview.
To learn more about KfW Development Bank please visit our website www.kfw.de
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