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Rwanda Office and Procurement Assistant

GiveDirectly

GiveDirectly

Operations
kigali, rwanda
Posted on Monday, January 22, 2024

About GiveDirectly

GiveDirectly (GD) provides cash grants directly to people living in extreme poverty. Since launching in 2011, GD has raised over $1B, delivered cash to more than 1.5 million recipients, launched operations in 15 countries, and continues to expand its reach across the Global South. GD has also grown the research base supporting unconditional cash with 20 randomized control trials from its programs, generating rigorous evidence across countries and contexts. As a result, GD has been celebrated as one of the most innovative non-profit companies by Fast Company, while the growing cash transfer movement (and GD’s leading role within it) has been featured in the New York Times Magazine, This American Life, Foreign Affairs, and The Economist.

Across our global offices, our culture is candid, analytical, non-hierarchical, and agile. We work alongside 750+ individuals who come from 21 different countries and speak 69 different languages. Team members at GiveDirectly attest that diversity, equity, and inclusion are not just buzzwords, but a fundamental part of our culture and values. We actively seek to recruit individuals from the communities we serve, and use DEI as a lens in our hiring practices, programs, and initiatives. Our goal is to maintain a workplace where everyone can bring their authentic selves to work, and feel valued and respected for who they are. We strive to be inclusive of all cultures and experiences while upholding our values globally. In the spirit of our "Know Yourself and Grow" value, we recognize there is always room to improve our team's working experience. But day to day, we aim to "Create Positive Energy" - we take care of one another, have fun, aim to maximize flexibility and accessibility in roles, and pursue professional development opportunities to stay challenged & engaged in our work.

We are proud to be an equal opportunity employer, and we do not discriminate on the basis of race, color, religion, gender, sexual orientation, national origin, age, disability, veteran status, or any other status protected by law.

Overview:

The Office and Procurement Assistant (OPA) will work with the Office and Procurement Manager and provide support in managing core office and administrative functions. The OPA will assist in managing the country office by procuring inventory and supplies and sourcing for multiple offices, helping to implement systems, and providing administrative leverage to the management team. The role will reward exceptional organizational skills, rapid problem-solving for a range of logistical challenges, and a deep interest in building GiveDirectly’s culture and organizational reach.

Responsibilities:

Procurement and Inventory management

  • Assist in procurement of inventory and supplies
  • Monitor compliance with the procurement policies and standards, code of conduct, operating guidelines, and local regulations
  • Coordinate with vendors on delivery, repair, and maintenance of procured supplies (including equipment used by our field officers and mobile phones used by our recipients)
  • Maintain a record of all GD property, and make replacement recommendations
  • Enforce protocols on staff handling / tracking of GD property and overall adherence to safe-storage policies
  • Carry out market surveys to identify prospective vendors, review purchases, and explore cost-management strategies.
  • Maintain insurance coverage for phones and other valuable inventory
  • Ensure timely provision of supplies to enable smooth operation at the office

Office Management and maintenance

  • Manage mobile-money / petty-cash accounts and track expenditures in an organized, detailed, and verifiable manner
  • Source for multiple field offices, as needed and facilitate the signing of leases
  • Prepare budgets for monthly office supplies and identify requests that necessitate pre-qualification
  • Oversee steady-state office upkeep, including liaising with the landlord for maintenance fixes and groundskeeping

Misc. logistics / admin support

  • Remit miscellaneous payments to vendors and staff as necessary
  • Assist with uploading of necessary documents into payments platforms used by GiveDirectly, respecting all SLAs
  • Assist with ad hoc logistical tasks to ensure smooth running of office functions and team events (retreat set-up, internet breaks, etc.)
  • Oversee coordination for high-priority visitors and management team
  • Participate in the end-of-year physical assets verification and generate assets report
  • Liaise with outsourced vehicle Hire Company and ensure field transport is available as and when needed

Knowledge and Experience.

  • Bachelor’s Degree in relevant field
  • Two years of experience in administrative and procurement management
  • Good working knowledge of IT tools and computer applications
  • Exceptional emotional intelligence and a demonstrated ability to work cross-culturally and
    cross-functionally
  • Exceptional organizational skills and attention to detail
  • Exceptional communication skills, including the ability to navigate challenging office management
    situations that involve complex interpersonal dynamics
  • Strong ownership mindset and ability to work in a self-directed manner
  • Comfortable operating in a culture of direct, candid feedback
  • Excellent English oral and written skills
  • Willingness to upskill as required by the tasks to be performed
  • Willingness to travel within Rwanda
  • Exceptional alignment with GiveDirectly values

Read more about our ongoing diversity, equity, and inclusion efforts here and about our decision to move our central support teams to remote first here.

About the hiring process

Format: The hiring process follows the same general outline for all open roles:

First interview (30 mins)
Take home skills assignment (~2 hours)
Second interview (1 hour)*
Third interview (1 hour)*
Final interview (1 hour)
Reference checks (30 mins each)

*For some roles, second & third interviews are combined into a panel interview. If there are adjustments or variations on this process, those changes will be communicated during the first interview.

Venue: We conduct interviews over Google Meet with camera on (unless communicated otherwise).

Accessibility: Closed captioning is available during all Google Meet interviews, and interviewers will also post interview questions in the chat box throughout the call. If you need assistance accessing either of these features, please let your interviewer know at the start of your interview!

**GD is committed to observing all local, national and international laws that protect children, vulnerable adults, and basic human rights of all. GD is committed to a policy of “zero tolerance for sexual exploitation, abuse, and harassment (SEAH)” and expects anyone who works for GD to uphold the protection and safeguarding of our recipients as a priority.**

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