Head of Administration / Office Manager
2025-08-06T09:08:35+00:00
KfW
https://cdn.greatrwandajobs.com/jsjobsdata/data/employer/comp_3644/logo/KfW%20Development%20Bank.png
https://www.kfw.de
FULL_TIME
kigali
Kigali
00000
Rwanda
Banking
Admin & Office
2025-08-12T17:00:00+00:00
Rwanda
8
- Who we are
KfW is one of the largest bilateral promotional banks in the world and finances development projects in developing and emerging countries, mostly on behalf of the German Government. Our headquarter is located in Germany.
In Rwanda, KfW is operating a representative office located in Kigali. Currently, KfW Office Kigali employs 10 staff (7 national, 3 seconded from Germany). KfW Office Kigali also manages administrative matters in KfW´s representative office in Bujumbura.
2. Whom we look for
KfW Office Kigali is hiring a Head of Administration / Office Manager (f/m/d) in a full- time position (40 hrs./week). Our Office Manager is responsible for the smooth day- to-day running of our office operations in Kigali, and oversight of our operations in Burundi. This role includes providing a full range of office management duties and general affairs as well as their supervision, including among others accounting, HR, tax, procurement and payroll management, travel logistics and claims management, handling of all administrative issues that arise in connection with working permits and visa, organizing maintenance of office equipment and supplies, support logistics, event planning and the like – ad hoc assignments arise regularly. You will have the flexibility to implement new procedures and systems to enhance the smooth running of our office.
You will be working in a diverse, challenging environment and offered an attractive remuneration package. You will receive on-the-job training in Kigali and join trainings held in Frankfurt, Germany.
The position is becoming vacant soon and hence the employment period could start as soon as possible, preferably 1st September 2025.
3. What are the main duties and responsibilities
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 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, )
- 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
4. Job related profile (know how and social competence related skills)
Requirements and skills are, inter alia,
- 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
- 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
3. What are the main duties and responsibilities 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 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, ) 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 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 are, inter alia, 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-68931b93ea997
Vacancy title:
Head of Administration / Office Manager
[Type: FULL_TIME, Industry: Banking, Category: Admin & Office]
Jobs at:
KfW
Deadline of this Job:
Tuesday, August 12 2025
Duty Station:
Kigali | Rwanda
Summary
Date Posted: Wednesday, August 6 2025, Base Salary: Not Disclosed
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JOB DETAILS:
- Who we are
KfW is one of the largest bilateral promotional banks in the world and finances development projects in developing and emerging countries, mostly on behalf of the German Government. Our headquarter is located in Germany.
In Rwanda, KfW is operating a representative office located in Kigali. Currently, KfW Office Kigali employs 10 staff (7 national, 3 seconded from Germany). KfW Office Kigali also manages administrative matters in KfW´s representative office in Bujumbura.
2. Whom we look for
KfW Office Kigali is hiring a Head of Administration / Office Manager (f/m/d) in a full- time position (40 hrs./week). Our Office Manager is responsible for the smooth day- to-day running of our office operations in Kigali, and oversight of our operations in Burundi. This role includes providing a full range of office management duties and general affairs as well as their supervision, including among others accounting, HR, tax, procurement and payroll management, travel logistics and claims management, handling of all administrative issues that arise in connection with working permits and visa, organizing maintenance of office equipment and supplies, support logistics, event planning and the like – ad hoc assignments arise regularly. You will have the flexibility to implement new procedures and systems to enhance the smooth running of our office.
You will be working in a diverse, challenging environment and offered an attractive remuneration package. You will receive on-the-job training in Kigali and join trainings held in Frankfurt, Germany.
The position is becoming vacant soon and hence the employment period could start as soon as possible, preferably 1st September 2025.
3. What are the main duties and responsibilities
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 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, )
- 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
4. Job related profile (know how and social competence related skills)
Requirements and skills are, inter alia,
- 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
- 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
For the first stage of the application process kindly send us your CV (max. 4 pages) including names and contact details of relevant references and a cover letter (max. 1½ pages) letting us know why you would like to work for KfW and what qualifies you for the position. We would also like to receive an indication of the salary you would be expecting. Only applications including the above requested documents will be considered. You can also write to us if you have questions about the position.
Please direct your application as softcopy to
KfW is equal opportunity employer and considers all applicants on the basis of merit. We will offer a competitive salary and benefits package to the successful candidate. The contract is based under Rwandan law.
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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