With 75 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities:

MAJOR RESPONSIBILITIES

% of time

Activity

End Results

30% Coordinate Fleet Management Reporting and Logistics.

Coordinate staff travels through the online fleet management system to ensure efficient and effective use of vehicles and transportation services in support of program objectives.Enforce compliance with established road safety and fleet management policy and guidelines.Prepare monthly online fleet management reports and vehicle tracking system reports for review by Admin and Logistics Manager.Prepare monthly fuel management reconciliation report and submit for review to Admin and Logistics Manager.Prepare and update the tracker for motor vehicles and motorcycles renewal and registration, Insurance, and vehicles technical inspection for review.Prepare the vehicle tracker reports every month,Supervise work towards promoting a sense of stewardship in fuel management, like combining trips, filling a full tank at the time of fuellingCoordinate fleet repairs and maintenance, and cleanliness of vehicles.Review Invoices related to MV and MC repairs and maintenance for accuracy before approval by the admin and logistics manager.Ensure fleet logbooks are filled well and accuratelyEnsure timely servicing of generators and are well-maintained

End Results

Proper filing and documentation are in place for all vehicles and motorcycles insurance stickers, yellow cards, and Logbooks updated.Timely motor vehicles and motorcycles clearing, registration, and insurance in line with the WV vehicle policy.Temporary Importation letters, including repairs/maintenance and other fleet-related issues in place.Timely availability of Vehicle movement, fuel consumption, maintenance, accidents, and other fleet-related reports.Timely fleet management reports shared with the managerInvoices related to vehicles and motorcycle services, plan & provide training for drivers in consultation with managersTimely disposal of vehicles after management decision.Vehicle service and inspection records are in compliance with manufacturers' servicing schedules or leasing companies’ maintenance requirements, and ensure all vehicles are cleaned & in good condition.Staff Travel savings or cost reduction due to merged tripsEfficiency in fuel management promotedTimely payments of invoices after thorough review.Log books are completely filled and in a timely mannerEfficiency in generator fuel usage.

25%​ Coordinate General Office Management

Coordinate facilities to the highest standards of cleanliness, efficiency.Coordinate a daily check of the property to ensure an acceptable condition of cleaning, grounds & waste services, and ensure that the facilities are fully operational at all times.Oversee cost reduction through ensuring that office lights are switched off before leaving the office, and water is used wellEnsure all staff have a safe and optimal work environment.Review office space utilization to ensure optimum allocation and that all staff have sufficient work space.

End Results

Working environment (offices and surroundings) is safe, well-cleaned, and comfortableUtilities (water and electricity) are well managedQuality service rendered by the administrative functionsEffective Facilities ManagementSafe and comfortable work environmentAvailability of office supplies and proper maintenance of equipment’sWorking office facilities and surroundings well well-maintainedSatisfactory services rendered by the service providersAdherence to health and safety measures in the workplaceSmooth operation of the outsourced service providers for office and facilities maintenance.All repairs and maintenance of the building and all the surrounding areas are carried out as appropriate.Office supplies and all equipment’s are working and properly maintained.

25%​ Coordinate Assets Management

Coordinate effective utilization and safeguarding of WV Rwanda assets in the most cost-effective manner and according to WV Rwanda policies and procedures. Regularly review of the asset’s movements within the organization.Support the admin and logistics manager in the disposal of old and unwanted assets and inventory.Review proper recording and maintenance of all assets inventory.Register and maintain the conference/meeting room booking and schedule assignments based on registrationPrepare the conference and meeting room and ensure any issues are dealt with in a prompt and efficient manner

End Results

Meeting rooms is safe, well arranged, cleaned, and comfortable to use.Timely and effective facilitation provided to guestsStaff tea /snacks booking forms are timely taken.Safe custody of WV Rwanda assetsAssets tracking systems in placeDisposal procedures were properly followedUpdated assets register and inventory are in placeSupervise the meeting equipment (such as microphone, projector, screen) are functioning and ready to use prior to the meeting/conferenceAvailability of office supplies and proper maintenance of equipment.Supervise the meeting equipment (such as microphone, projector, screen) are functioning and ready to use prior to the meeting/conferenceAvailability of office supplies and proper maintenance of equipment.Ensure old office assets or equipment are disposed off a timely manner.Coordinate and ensure the required supplies/stationery for the conference are in place and ready to use.

10% Coordinate staff capacity building and supervision

Conduct training for drivers and other staff on driving safelySupervise head office drivers and facilities, and the inventory officer.Oversee performance agreements and conduct performance reviews for head office drivers, senior drivers, and facilities and inventory officersEnsure that staff under supervision fill the monthly LDR and complete all WV mandatory online trainings in time.

End Results

Deserved and professional head office driversTimely performance reviews to head office drivers, senior driver, and facilities and inventory officerTimely LDRs for drivers are filled every month, and mandatory online trainings are completed in time.

10%​ Coordinate Administration-related Service Providers

Monitor the end period of service providers' contracts and ensure the renewal is done on timeSupport to review the quality of service delivery for admin-related vendors and provide feedback to the admin and logistics manager promptly

End Results

Satisfactory services rendered by the service providers (cleaning service, security guards, office repair, and maintenance).Good representation both internally and externallyGood working environment with a clean compound, old flowers or trees are replaced, among others

KNOWLEDGE/QUALIFICATION FOR THE ROLE

Required Professional Experience

Ability to communicate precisely and clearly both in written and verbal EnglishExcellent organizational and multitasking abilitiesStrong problem-solving skillsAbility to plan for and keep track of multiple projects and deadlinesAble to work in a cross-cultural environmentDemonstrate willingness to learn from others and work as an effective team memberAbility to organise and provide trainings on fleet and logistics topics

Required Education, training, license, registration, and certification

Bachelor’s degree in Logistics Management, Business Administration, Management, or related fieldProficiency with computers, especially MS OfficeFive and above years of experience in fleet and admin, and service managementIn-depth understanding of logistics procedures and best practices

Preferred Knowledge and Qualifications

Good managerial skillsAbility to drive all kinds of vehicles (automatic and manual motor vehicles)Valid driving license with 5 years of driving experienceBasic Knowledge in vehicle mechanics.Good skills in Microsoft tools

Travel and/or Work Environment Requirement

N/A

Physical

Requirements

Must be physically fit.

Language Requirements

Have Good spoken & written English, French & Kinyarwanda

Applicant Types Accepted:

Local Applicants Only