Procurement and Administrative Assistant
2025-07-31T14:52:26+00:00
BRAC Rwanda
https://cdn.greatrwandajobs.com/jsjobsdata/data/employer/comp_2079/logo/BRAC%20Rwanda.png
https://bracinternational.org
FULL_TIME
kigali
Kigali
00000
Rwanda
Nonprofit, and NGO
Admin & Office
2025-08-13T17:00:00+00:00
Rwanda
8
BRAC International is Hiring! Join BRAC International to create opportunities for people to realise their potential.
Position: Procurement and Administrative Assistant
Job Location: BRAC International Rwanda/ Country Office, Kigali
About the Role:
Procurement and Administrative Assistant will support Regional and country offices procurement and logistics across all field operations, oversee Regional and branch inventories, purchasing, provide administrative support to the region and be part of a very agile and highly motivated team. The successful candidate must possess a high level of organization and flexibility, thrive in a fast-paced, high-volume, and dynamic environment, and provide a broad range of critical support, while in the field. Supportive functions include processing service contracts, leases, and rental agreements; assisting in coordinating logistics and travel arrangements; preparing and managing tenders and bids, supporting project trainings, workshops, meetings, and surveys in the field, and other duties as assigned.
Key Responsibilities:
- Procurement:
- Liaise with procurement officer for all BRAC Rwanda programs including identifying goods and services needed by the organization, issuing purchase orders to suppliers, and reviewing goods and services from suppliers.
- Ensure that services and goods delivered are of the agreed quality and standard through a physical verification where possible.
- Maintain records of all transactions, quotations, procurement processes, copies of records of expenditure, receipts, etc., in an efficient filing system, ensuring all records are accounted for and easily accessible by relevant officers.
- Support in the preparation of payment preparation and documentation and liaise closely procurement officer and the Finance concerning payment of purchased goods and services.
- Assist with processing and maintenance of service contracts, lease, and rental agreements, etc…
- Inventory and Asset Management:
- Ensure that all BRAC vehicle are serviced promptly and that they are in good condition
- Organize asset disposals process in accordance to the disposal procedures in place with guidance from the procurement and logistics officer.
- Assist in tracking office supplies to ensure adequate stocks are maintained.
- Ensure effective stock management and reporting.
- Executing and monitoring administrative activities:
- Establish and run the BRAC-Rwanda Regional Office, ensure visitors are well received and directed to the appropriate persons, answer telephone calls and take messages.
- Suprvise general administrative duties e.g. Filing, office cleanliness, mails, office supplies, etc…
- Ensure that the office and office equipment are clean, and that staff are provided with refreshments
- Assist in maintaining asset registers and office supplies inventory.
- Support event or meeting planning and logistics.
- Handle internal documentation and correspondence.
- Support in Maintain organized and up-to-date records and reports.
- Administrative support and any other duties as called upon.
- Process work permits and other immigration documents for expatriates.
- Process invitation letters for visitors and advise them on visa regimes
- Coordinate requisition and oversee maintenance of adequate supply of all stationery and other office items.
- Establish and maintain area program offices asset register and monitor servicing of office machines, then report to the supervisor if servicing or repair is required.
- Ensure that office and office equipment are clean, and that staff are provided with refreshments
- Provide administrative support and any other duties as called upon.
Safeguarding responsibilities:
- Ensure the safety of team members from any harm, abuse, neglect, harassment and exploitation to achieve the programme’s goals on safeguarding implementation.
- Act as a key source of support, guidance and expertise on safeguarding for establishing a safe working environment.
- Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action.
- Follow the safeguarding reporting procedure in case any reportable incident takes place, encourage others to do so.
Major Challenges:
- Handling conflicting priorities from different departments/projects.
Academic Qualifications:
- Bachelor’s Degree in Business Administration, Supply Chain Management, Procurement and Logistics Management/ Public Administration or any other related field.
- Diploma in Purchasing and Supplies Management is preferred.
Required Skills, Competencies & Knowledge:
- Demonstrated excellent computer skills for Microsoft Word, Excel, Access and Outlook.
- Demonstrated strong organizational and time management skills.
- Strong communication skills as well as written and verbal English, Kinyarwanda skills
- Work and make decisions independently, and contribute to overall operations at management levels
- Exercise good judgment and seek guidance as appropriate when confronted with unanticipated problems.
- Maintain the integrity of official records
- Analyse and solve complex problems and make sound decisions
- Work with minimal supervision and the ability to work in a multi-cultural environment is required
- Strong organizational and multitasking abilities.
- Attention to detail and accuracy.
- Team player with a proactive attitude.
- Good negotiation and problem-solving skills.
- Excellent communication skills and fluent in both written and spoken English and Kinyarwanda.
Experience Requirements:
- 2+ years of work experience in procurement, logistics and administration
- Experience working in donor-funded or international NGO settings.
Employment type: Regular/Fixed-Term
Salary: Negotiable
Key Responsibilities: Procurement: Liaise with procurement officer for all BRAC Rwanda programs including identifying goods and services needed by the organization, issuing purchase orders to suppliers, and reviewing goods and services from suppliers. Ensure that services and goods delivered are of the agreed quality and standard through a physical verification where possible. Maintain records of all transactions, quotations, procurement processes, copies of records of expenditure, receipts, etc., in an efficient filing system, ensuring all records are accounted for and easily accessible by relevant officers. Support in the preparation of payment preparation and documentation and liaise closely procurement officer and the Finance concerning payment of purchased goods and services. Assist with processing and maintenance of service contracts, lease, and rental agreements, etc… Inventory and Asset Management: Ensure that all BRAC vehicle are serviced promptly and that they are in good condition Organize asset disposals process in accordance to the disposal procedures in place with guidance from the procurement and logistics officer. Assist in tracking office supplies to ensure adequate stocks are maintained. Ensure effective stock management and reporting. Executing and monitoring administrative activities: Establish and run the BRAC-Rwanda Regional Office, ensure visitors are well received and directed to the appropriate persons, answer telephone calls and take messages. Suprvise general administrative duties e.g. Filing, office cleanliness, mails, office supplies, etc… Ensure that the office and office equipment are clean, and that staff are provided with refreshments Assist in maintaining asset registers and office supplies inventory. Support event or meeting planning and logistics. Handle internal documentation and correspondence. Support in Maintain organized and up-to-date records and reports. Administrative support and any other duties as called upon. Process work permits and other immigration documents for expatriates. Process invitation letters for visitors and advise them on visa regimes Coordinate requisition and oversee maintenance of adequate supply of all stationery and other office items. Establish and maintain area program offices asset register and monitor servicing of office machines, then report to the supervisor if servicing or repair is required. Ensure that office and office equipment are clean, and that staff are provided with refreshments Provide administrative support and any other duties as called upon. Safeguarding responsibilities: Ensure the safety of team members from any harm, abuse, neglect, harassment and exploitation to achieve the programme’s goals on safeguarding implementation. Act as a key source of support, guidance and expertise on safeguarding for establishing a safe working environment. Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action. Follow the safeguarding reporting procedure in case any reportable incident takes place, encourage others to do so.
Required Skills, Competencies & Knowledge: Demonstrated excellent computer skills for Microsoft Word, Excel, Access and Outlook. Demonstrated strong organizational and time management skills. Strong communication skills as well as written and verbal English, Kinyarwanda skills Work and make decisions independently, and contribute to overall operations at management levels Exercise good judgment and seek guidance as appropriate when confronted with unanticipated problems. Maintain the integrity of official records Analyse and solve complex problems and make sound decisions Work with minimal supervision and the ability to work in a multi-cultural environment is required Strong organizational and multitasking abilities. Attention to detail and accuracy. Team player with a proactive attitude. Good negotiation and problem-solving skills. Excellent communication skills and fluent in both written and spoken English and Kinyarwanda.
Academic Qualifications: Bachelor’s Degree in Business Administration, Supply Chain Management, Procurement and Logistics Management/ Public Administration or any other related field. Diploma in Purchasing and Supplies Management is preferred.
JOB-688b832abd3e0
Vacancy title:
Procurement and Administrative Assistant
[Type: FULL_TIME, Industry: Nonprofit, and NGO, Category: Admin & Office]
Jobs at:
BRAC Rwanda
Deadline of this Job:
Wednesday, August 13 2025
Duty Station:
Kigali | Rwanda
Summary
Date Posted: Thursday, July 31 2025, Base Salary: Not Disclosed
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JOB DETAILS:
BRAC International is Hiring! Join BRAC International to create opportunities for people to realise their potential.
Position: Procurement and Administrative Assistant
Job Location: BRAC International Rwanda/ Country Office, Kigali
About the Role:
Procurement and Administrative Assistant will support Regional and country offices procurement and logistics across all field operations, oversee Regional and branch inventories, purchasing, provide administrative support to the region and be part of a very agile and highly motivated team. The successful candidate must possess a high level of organization and flexibility, thrive in a fast-paced, high-volume, and dynamic environment, and provide a broad range of critical support, while in the field. Supportive functions include processing service contracts, leases, and rental agreements; assisting in coordinating logistics and travel arrangements; preparing and managing tenders and bids, supporting project trainings, workshops, meetings, and surveys in the field, and other duties as assigned.
Key Responsibilities:
- Procurement:
- Liaise with procurement officer for all BRAC Rwanda programs including identifying goods and services needed by the organization, issuing purchase orders to suppliers, and reviewing goods and services from suppliers.
- Ensure that services and goods delivered are of the agreed quality and standard through a physical verification where possible.
- Maintain records of all transactions, quotations, procurement processes, copies of records of expenditure, receipts, etc., in an efficient filing system, ensuring all records are accounted for and easily accessible by relevant officers.
- Support in the preparation of payment preparation and documentation and liaise closely procurement officer and the Finance concerning payment of purchased goods and services.
- Assist with processing and maintenance of service contracts, lease, and rental agreements, etc…
- Inventory and Asset Management:
- Ensure that all BRAC vehicle are serviced promptly and that they are in good condition
- Organize asset disposals process in accordance to the disposal procedures in place with guidance from the procurement and logistics officer.
- Assist in tracking office supplies to ensure adequate stocks are maintained.
- Ensure effective stock management and reporting.
- Executing and monitoring administrative activities:
- Establish and run the BRAC-Rwanda Regional Office, ensure visitors are well received and directed to the appropriate persons, answer telephone calls and take messages.
- Suprvise general administrative duties e.g. Filing, office cleanliness, mails, office supplies, etc…
- Ensure that the office and office equipment are clean, and that staff are provided with refreshments
- Assist in maintaining asset registers and office supplies inventory.
- Support event or meeting planning and logistics.
- Handle internal documentation and correspondence.
- Support in Maintain organized and up-to-date records and reports.
- Administrative support and any other duties as called upon.
- Process work permits and other immigration documents for expatriates.
- Process invitation letters for visitors and advise them on visa regimes
- Coordinate requisition and oversee maintenance of adequate supply of all stationery and other office items.
- Establish and maintain area program offices asset register and monitor servicing of office machines, then report to the supervisor if servicing or repair is required.
- Ensure that office and office equipment are clean, and that staff are provided with refreshments
- Provide administrative support and any other duties as called upon.
Safeguarding responsibilities:
- Ensure the safety of team members from any harm, abuse, neglect, harassment and exploitation to achieve the programme’s goals on safeguarding implementation.
- Act as a key source of support, guidance and expertise on safeguarding for establishing a safe working environment.
- Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action.
- Follow the safeguarding reporting procedure in case any reportable incident takes place, encourage others to do so.
Major Challenges:
- Handling conflicting priorities from different departments/projects.
Academic Qualifications:
- Bachelor’s Degree in Business Administration, Supply Chain Management, Procurement and Logistics Management/ Public Administration or any other related field.
- Diploma in Purchasing and Supplies Management is preferred.
Required Skills, Competencies & Knowledge:
- Demonstrated excellent computer skills for Microsoft Word, Excel, Access and Outlook.
- Demonstrated strong organizational and time management skills.
- Strong communication skills as well as written and verbal English, Kinyarwanda skills
- Work and make decisions independently, and contribute to overall operations at management levels
- Exercise good judgment and seek guidance as appropriate when confronted with unanticipated problems.
- Maintain the integrity of official records
- Analyse and solve complex problems and make sound decisions
- Work with minimal supervision and the ability to work in a multi-cultural environment is required
- Strong organizational and multitasking abilities.
- Attention to detail and accuracy.
- Team player with a proactive attitude.
- Good negotiation and problem-solving skills.
- Excellent communication skills and fluent in both written and spoken English and Kinyarwanda.
Experience Requirements:
- 2+ years of work experience in procurement, logistics and administration
- Experience working in donor-funded or international NGO settings.
Employment type: Regular/Fixed-Term
Salary: Negotiable
Work Hours: 8
Experience in Months: 24
Level of Education: bachelor degree
Job application procedure
Interested in applying for this job? Click here to submit your application now.
The interested Candidates in this position should send a detailed Curriculum Vitae with three (3) traceable professional references, application letter, academic certificates/degrees, Rwandan National Identity Card to sos.recruitment@sos-rwanda.org and properly fill the application form found via the following LINK by not later than Friday 8th August 2025 at 5:00 pm Kigali time.
Please be advised that forms that are not fully and accurately completed may not be considered during the shortlisting process.
Please mention in the subject of your email “Training Center Coordinator”.
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