Operations Coordinator

VACANCY ANNOUNCEMENT

World Relief Rwanda (WRR) is an International Non-Government Organization whose mission is to boldly engage the world’s greatest crises in partnership with the church. WRR wishes to recruit a qualified and well experienced candidate to fill the position of Operations Coordinator. The job description and requirements are as follows:

Job Title: Operations Coordinator

Department:Administration and Finance

Position type: Full Time

Grade:7

Reporting Line

Reports to: Director of Administration and Finance

Direct reports:

• Procurement and Logistics Officer
• IT and Data Protection Officer

Duty station

Country Office, Kigali

Organization Profile

World Relief is a global Christian humanitarian organization that is fighting for change that lasts, right in the U.S. and across the globe. We boldly engage the world’s greatest crises in partnership with the church. We envision thriving, welcoming communities where families flourish and people experience restorative relationships with God, their neighbors, themselves and all of creation. The organization is 80 years old and has worked in over 100 countries around the world since its founding.

In the United States, we come alongside local churches, community organizations and hundreds of individual volunteers to support newly arriving refugee and other immigrant families. Today, we are proud to partner with over 6,000 local churches, and 95,000 volunteers globally to bring hope, healing and transformation to the most vulnerable.

Job Summary:

The Operations Coordinator at World Relief Rwanda is responsible for supporting the efficient functioning of the organization by overseeing daily operations, logistics, and resource management. This role involves coordinating procurement process, logistical operations and technological systems. This position includes also ensuring compliance with policies, ensuring effective partnership with stakeholders, and facilitating effective communication among departments. By optimizing operations resources and managing events, the Operations Coordinator plays a key role in enhancing overall organizational efficiency and effectiveness

Duties and Responsibilities

Operations Management (30%)

• Coordinate and oversee daily operations across all areas including logistics, IT, procurement, facilities management, and administrative functions.
• Ensure the effective implementation of organizational policies, procedures, and systems to support daily operations.
• Monitor and manage operations budgets in collaboration with the Director of Administration and Finance providing insights and adjustments as needed to ensure financial sustainability.
• Assist the Director of Administration and Finance in the allocation and optimization of operational resources to enhance efficiency and effectiveness across the organization.
• Ensure the budget allocation accuracy and daily entry of the requests for payment related to operations expenses into the Cyrus system.

Logistics and Procurement (25%)

• Plan and oversee logistics for the organization’s programs and activities, including transport, supply chain management, and distribution of items.
• Prepare vendor contracts and facilitate the signing process, ensuring all necessary approvals are obtained in a timely manner while overseeing their full implementation throughout the organization.
• Update contracts promptly to accommodate necessary changes and monitor the implementation of contracts to ensure compliance with terms and conditions.
• Identify, negotiate, and coordinate with vendors while ensuring all contractual obligations are met.
• Establish and maintain communication with suppliers and service providers to ensure the timely, cost-effective delivery of goods and services, while evaluating vendor performance for continual improvement.

Asset and Facilities Management (20%)

• Oversee the management of organizational assets, including vehicles, equipment, and maintenance of office facilities.
• Coordinate maintenance by ensuring proper usage, scheduling regular maintenance, conducting inventory assessments, and managing repairs or replacements as needed.
• Conduct regular safety and risk management inspections of office facilities and propose areas for improvement.
• Maintain accurate and up-to-date records of inventory, supplies, and equipment, ensuring the annual inventory is documented in a timely manner.

Event Planning and Coordination (15%)

• Collaborate with team members to develop event timelines, budgets, and logistical plans.
• Oversee all logistical aspects of events, including transport arrangements, audio-visual requirements, catering services, and set-up/tear-down operations.
• Serve as the primary point of contact for all stakeholders involved in events, including participants, vendors, and staff to encourage effective communication and problem resolution.
• Manage event operations on-site, ensuring that all elements run according to schedule and addressing any issues that arise promptly.
• Monitor event budgets and expenses, providing regular updates and reports to ensure financial objectives are met.
• Conduct post-event evaluations to gather feedback, assess the success of the event, and identify areas for improvement for future events.
• Ensure that all events comply with relevant regulations, policies, and procedures.

Team Coordination and Support (10%)

• Provide leadership and support to the operations team, fostering a culture of collaboration, clear communication, and effective problem-solving.
• Assist in training and capacity-building initiatives for staff to enhance their skills, knowledge, and efficiency.
• Act as a liaison between the operations team and other departments, facilitating information flow and collaborations on inter-departmental projects.
• Prepare regular reports on operations activities such as logistics, procurement, vehicle usage, fuel consumption, and annual inventories, presenting insights and recommendations to management.
• Ensure the maintenance of accurate and up-to-date documentation related to operations, including contracts, agreements, and correspondences.

Job Specification Requirements

Qualifications & Experience Required

Essential skills

Education

• Bachelor’s degree in Business Administration, procurement, Logistics, or a related field
• Certification in Project Management or Supply Chain Management is a plus.

Experience:

• Proven experience in managing organization operations.
• Minimum work experience of 3 years preferably in an International NGO or non profit organization.
• Familiarity with vendor management and contract negotiation is a plus.
• Strong knowledge of logistics, procurement processes, and operations management techniques.
• Ability to monitor and manage budgets effectively, ensuring financial sustainability and compliance with regulations.
• Excellent verbal and written communication abilities to facilitate effective interaction with stakeholders.
• Strong organizational and multitasking abilities to manage multiple responsibilities and prioritize tasks effectively.
• High level of accuracy in maintaining records, processing payment requests, and managing contracts to avoid discrepancies.
• Ability to identify issues, propose solutions, and implement effective strategies to enhance operations and compliance.
• Capacity to lead and support a team, fostering a collaborative environment and encouraging continuous improvement.
• Proficient in office software (e.g., Microsoft Office Suite) and operational management systems (e.g., Cyrus).

Core Competencies

Program Coordination

Skills in coordinating various program activities, ensuring alignment with organizational goals.

Collaborative Skills

Ability to work collaboratively with other teams and partners to achieve common objectives.

Data Management

Proficiency in collecting, analyzing, and reporting program-related data for decision-making.

Reporting

Ability to collect and organize data in a systematic manner for reporting purposes.

Project coordination

The ability to execute project plans that meet specific objectives within defined timelines and budgets.

Time Management

Skills in managing time effectively to prioritize tasks and meet deadlines.

Community Outreach

Ability to engage and mobilize community members for participation in programs and initiatives.

Key Performance Indicators (KPIs)

• Timeliness in completing operational tasks
• Maintain operational budget variance within agreed level
• Contract compliance rate
• Event execution success rate
• Accuracy rate of inventory
• Stakeholder communication efficiency

Working Conditions

In the position of Operations Coordinator at World Relief Rwanda, candidates can expect the following specific working conditions that are essential to the effective execution of their responsibilities:

• Office environment: The Operations Coordinator will work primarily in an office setting.
• Standard work hours: The role typically follows standard business hours 8AM to 5PM from Monday through Friday although flexibility may be required for special projects, event coordination, or peak periods related to logistics and procurement.
• Dynamic workload: The Operations Coordinator can expect a varied workload that may change day to day based on operational demands. This variability requires adaptability to manage multiple tasks effectively, from overseeing daily operations to supporting logistical arrangements for events.
• Hands-on responsibilities: The Operations Coordinator will engage in various hands-on activities, including site inspections, logistics planning, and event setup. Candidates should be prepared for physical involvement in managing supplies, equipment, and office facilities.
• Event-Related Responsibilities: Coordinating events will require the candidate to be detail-oriented and proactive in problem-solving. The Coordinator will manage logistical aspects of events, ensuring everything runs according to plan, and will need to be ready to address any issues that arise promptly.

HOW TO APPLY:

If you are interested and qualified for this position:

Please submit one PDF documentincludingyour application letter addressed to the Country Director of World Relief Rwanda, copy of your notified Degree, comprehensive Curriculum Vitae with three (3) names of referees, copy of your identity card and a recommendation letter from your Church Pastor or Priest (Not exceeding 6 months), not later than October 31^st, 2024.

Be a Rwandan by Nationality.

Applications will be sent to rwandajobs@wr.org

Only shortlisted candidates will be notified.

Note that application letter and CV should be signed.