ABOUT THE FRED HOLLOWS FOUNDATION

The Fred Hollows Foundation is an international development organisation working to prevent blindness and restore sight. We continue to carry on the legacy of Professor Fred Hollows, who believed every person had the right to quality eye care, no matter where they live. The Foundation is known around the world as an organisation that works with purpose and determination. With a reputation for excellence, we are well known for making change happen.

The Foundation has grown to work in more than 25+ countries throughout Africa, South Asia, Southeast Asia, the Middle East and the Pacific, as well as Australia. The Foundation has restored sight to more than 3 million people worldwide. We have an ambitious five-year strategic plan that aims to take us even closer to realising our vision of a world in which no person is needlessly blind, or vision impaired and Indigenous Australians exercise their right to sight and good health. To find out more about our work, please visit our website https://www.hollows.org

THE OPPORTUNITY

The Operations Coordinator is responsible for the effective day-to-day operations of the country office, ensuring a safe, efficient, and well-coordinated working environment that enables program delivery. The role acts as the primary operational coordination point between the Rwanda office and global business operations teams.

The role oversees office and facilities management, procurement coordination, travel and logistics, security, IT liaison, and general administrative support, and provides direct supervision to the Driver and Office Administrator.

KEY RESPONSIBILITIES

Office & Facilities Management

• Ensure the efficient and compliant day-to-day running of the Rwanda country office.
• Maintain appropriate storage and filing of non-financial records and documentation.
• Ensure compliance with fire, health, safety, and workplace well-being requirements for the office.
• Manage shared office facilities, including meeting rooms, Audio Visual equipment, kitchen arrangements, and common areas.
• Coordinate purchase, tracking, and replenishment of office supplies, furniture, IT equipment, stationery, and first aid supplies, ensuring cost-effective.
• Act as the Country Office First Aid Officer, ensuring readiness, supplies, and staff awareness.

Procurement & Service Provider Coordination

• Coordinate operational procurement activities to ensure timely, compliant, and cost effective provision of goods and services in line with FHF policies and governance standards.
• Manage relationships with local service providers including landlords, cleaners, utilities, internet providers, maintenance, and security services, ensuring service quality, contract adherence, and timely issue resolution.
• Support contract administration and renewals related to operations service providers, in coordination with finance, legal, and global teams where required.

Travel, Logistics & Security

• Coordinate domestic and international travel, logistics, and accommodation for staff and visitors, including visas and travel documentation, schedules, and itineraries.
• Ensure that security briefings, inductions, and guidance are provided to staff and visitors and that the Country Security Manual is accurate and up to date.
• Oversee fleet and transport operations, including vehicles leases, maintenance, insurance, car hire, and drivers.

IT & Systems Coordination

• Liaise with the local IT consultant and global IT service desk to support local IT needs for staff and operations.
• Coordinate procurement, setup, and handover of IT equipment for new staff.
• Support staff understanding and use of relevant systems and tools in line with global standards.

Administrative & Coordination Support

• Act as the operational coordination point between the Rwanda office and global business operations teams.
• Provide operational administrative support, including coordination of internal operational and risk reporting.
• Assist with updating, localization, and implementation of policies and procedures in line with FHF standards, ensuring staff awareness and compliance.
• Support onboarding and induction of new staff on local operational processes and requirements.

People Management & Collaboration

• Provide day-to-day supervision and support to the Driver and Office Administrator , including task planning, scheduling, and performance feedback.
• Work collaboratively with program teams to anticipate operational needs, resolve constraints, and support smooth field operations and implementation of Rwanda projects.

WHAT YOU’LL NEED TO SUCCEED

• Bachelor Arts Degree in business administration, Operations, Management.
• At least 5 years’ experience in Operations/Administration/ Management out of which a minimum of 3 years operations experience with international donor programs.

Desirable Experience:

• Global experience in a multinational commercial organization or NGO.
• Experience in the international development or Not for Profit sector.
• Experience in safety and security at the workplace.

• Ensure the efficient and compliant day-to-day running of the Rwanda country office.
• Maintain appropriate storage and filing of non-financial records and documentation.
• Ensure compliance with fire, health, safety, and workplace well-being requirements for the office.
• Manage shared office facilities, including meeting rooms, Audio Visual equipment, kitchen arrangements, and common areas.
• Coordinate purchase, tracking, and replenishment of office supplies, furniture, IT equipment, stationery, and first aid supplies, ensuring cost-effective.
• Act as the Country Office First Aid Officer, ensuring readiness, supplies, and staff awareness.
• Coordinate operational procurement activities to ensure timely, compliant, and cost effective provision of goods and services in line with FHF policies and governance standards.
• Manage relationships with local service providers including landlords, cleaners, utilities, internet providers, maintenance, and security services, ensuring service quality, contract adherence, and timely issue resolution.
• Support contract administration and renewals related to operations service providers, in coordination with finance, legal, and global teams where required.
• Coordinate domestic and international travel, logistics, and accommodation for staff and visitors, including visas and travel documentation, schedules, and itineraries.
• Ensure that security briefings, inductions, and guidance are provided to staff and visitors and that the Country Security Manual is accurate and up to date.
• Oversee fleet and transport operations, including vehicles leases, maintenance, insurance, car hire, and drivers.
• Liaise with the local IT consultant and global IT service desk to support local IT needs for staff and operations.
• Coordinate procurement, setup, and handover of IT equipment for new staff.
• Support staff understanding and use of relevant systems and tools in line with global standards.
• Act as the operational coordination point between the Rwanda office and global business operations teams.
• Provide operational administrative support, including coordination of internal operational and risk reporting.
• Assist with updating, localization, and implementation of policies and procedures in line with FHF standards, ensuring staff awareness and compliance.
• Support onboarding and induction of new staff on local operational processes and requirements.
• Provide day-to-day supervision and support to the Driver and Office Administrator , including task planning, scheduling, and performance feedback.
• Work collaboratively with program teams to anticipate operational needs, resolve constraints, and support smooth field operations and implementation of Rwanda projects.

• Office and facilities management
• Procurement coordination
• Travel and logistics coordination
• Security management
• IT liaison
• Administrative support
• People management
• Collaboration
• Budget management
• Contract administration
• Service provider management
• Fleet management
• First aid

• Bachelor Arts Degree in business administration, Operations, Management.
• At least 5 years’ experience in Operations/Administration/ Management out of which a minimum of 3 years operations experience with international donor programs.
• Global experience in a multinational commercial organization or NGO.
• Experience in the international development or Not for Profit sector.
• Experience in safety and security at the workplace.