Administrative and Operations Assistant

Job Description

This is a hybrid position which requires 8 days per month in the office. You can be based in our office in Kigali. Existing work authorization is required at the time of application submission as WRI is unable to sponsor visas for this position.

About the Program:

Our vision for Africa is an inclusive transformation so Africa’s people and landscapes flourish. WRI Africa generates actionable knowledge across three strategic pillars: vital landscapes, thriving and resilient cities, and institutional and economic transformation. The WRI Finance and Operations team supports the crucial front-line work of the organization, directly interacting and working with donors, partners, government agencies, statutory bodies, trustees, vendors, and consultants in fielding their inquiries, providing support at all fronts, and solving problems. The Finance and Operations team provides support so that programs can be implemented without any hurdles and the program staff can develop high quality research documents, plans and implement the programs at the field level. The WRI Finance and Operations team strives for operational excellence across all functions. We manage our endowment, the contributions entrusted to us, and our facilities in ways that are in line with our values and advance our mission. We maintain strict budgetary planning and financial controls to ensure that all contributions are managed in compliance with donors’ wishes.

Job Highlight:

Reporting to the Finance and Operations Manager, Rwanda Country office, you will work with the whole Rwanda Country office team, providing support related to front desk management, office administration, procurement tasks, office utilities and supplies arrangements for the WRI Rwanda office. You will support and work collaboratively with Country Representative, Program leads, Managers, program and support staff as well as building operational efficiency at Country office. You will integrate equity into your work.

What you will do:

Administration (50%):

• Front desk management: Welcome all WRI Rwanda visitors and partners in a professional and friendly manner. Direct visitors to the appropriate person or department. Answer and route phone calls promptly and accurately
• Provide support on multiple administrative issues to ensure efficient and effective running of daily operations in the office
• Provide assistance to create reports on expenses and office budgets on a regular basis
• Handle petty cash payments according to organization policies
• Manage correspondence (including letters, emails and packages)
• Provide support on the planning and execution of events in coordination with other designated program staff
• Maintain the office facility, repairs, and maintenance by coordinating with the facility managers on issues relating to maintenance or concerns
• Manage office supplies and ensure efficient usage, regularly monitor stock levels and reorder items as necessary
• Assists by handling basic IT tasks like plugging in cables or restarting devices in the server room, strictly following instructions from the remote IT team
• Serve as the office Safety and Security Contact Person, ensuring compliance with office safety protocols, managing access control, and promptly reporting any safety or security concerns

Logistics and Procurement (30%):

• Provide updates on asset management register for all company assets (furniture, computer, laptops, etc.)
• Maintain accurate logistics records and provide regular reports to relevant team members
• Provide support in procurement processes (including international shipments when required), e.g., identifying supplier and items, collecting proforma invoices, and preparing bid analyses, handling duty free and custom clearances
• Coordinate with the Finance and Operations Manager on procurement of capital equipment, goods and services
• Provide support to maintain and update supplier information and vendor contracts on the database
• Maintain good relationships with suppliers and support the drafting, review, and execution of vendor contracts in line with organizational policies

Travel and Immigration (20%):

• Provide support in processing work permits for international staff and maintain accurate data
• Facilitate the management and administration of schedules and logistics for all visitors
• Provide support in visa processing for both international and national staff, manage logistics (airport pick-up, hotel bookings)
• Coordinate all travel-related arrangements for country office leadership, including flight bookings (in consultation with Corporate Travel), hotel accommodations, and ground transportation, ensuring seamless and efficient travel support
• Help in preparing and submitting travel expense reports and other reimbursement claims for senior leadership ensuring accuracy, compliance with WRI policies, and timely processing.

What you will need:

• Education: You have a bachelor’s degree in a relevant field (e.g., business administration, finance or a related field
• Experience: You have 3+ years of relevant full time work experience, preferably with an international NGO
• Experience in front office management
• Experience in procurement processes and requirements
• Experience managing administrative processes
• Experience in maintaining office facilities
• Experience in processing work permits
• Experience creating reports related to budgeting and expenses
• Proficient in Microsoft Office (Word, Excel, Access, and PowerPoint)
• Experience organizing international events and workshops will be an added advantage
• Languages: Proficiency in written and spoken Kinyarwanda and English, with knowledge of French considered an added advantage
• Requirements: Existing work authorization is required at the time of application. WRI is unable to authorize visa work authorization.

Potential Salary:

Salary is commensurate with experience and other compensable factors.

How to Apply:

Please submit a resume with cover letter by 24 June 2025 . We may close for applications sooner if we receive a high volume of qualified applications.

You must apply through the WRI Careers portal to be considered.

What we offer:

• A competitive salary
• Access to the WRI global network with the opportunity to exchange with and learn from passionate colleagues working at the cutting edge of their fields across Asia, Africa, Europe, Latin America and the US
• The chance to have an impact and to develop your career within a mission driven organization with access to varied learning and training opportunities
• A workplace that strives to put diversity and inclusion at the heart of our work
• The opportunity to join and get involved in different working groups and affinity groups to shape the future of WRI
• Long-term commitment to hybrid working model with flexible working hours.
• Generous leave days that increase with tenure.

About Us:

World Resources Institute works to improve people’s lives, protect and restore nature and stabilize the climate. As an independent research organization, we leverage our data, expertise and global reach to influence policy and catalyse change across systems like food, land and water; energy; and cities. Our 2,000+ staff work on the ground in more than a dozen focus countries and with partners in over 50 nations.

Our mission and values:

WRI’s mission is to move human society to live in ways that protect Earth’s environment and its capacity to provide for the needs and aspirations of current and future generations.

Our values are shared ideals that bind us together: Integrity, Innovation, Urgency, Independence and Respect.

Our culture:

WRI is committed to advancing gender and social equity for human well-being in our mission including equal opportunities in employment. All qualified applicants will receive consideration for employment without regard to race, ethnicity, religion, sex, national origin, age, caste, marital status, sexual orientation, gender identity and expression, disability, or protected Veteran status.

Our team in Human Resources carefully reviews all applications.