Field Operations Officer

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Field Operations Officer

Location: Kigali with frequent field travels, Rwanda
Salary: As per VSO grading system
Contract type: Permanent
Full Time: 35 hours per week
Application Closing Date: 13 Nov 2018
Interview date: As soon as possible
Start date: December 2018

VSO is the world’s leading independent international development organisation that works through volunteers to fight poverty in developing countries. Our high-impact approach brings people together to share skills, build capabilities, promote international understanding and action to change lives and make the world a fairer place.

Role overview

VSO is looking for a dynamic Rwandan national to support field operation activities under a 3 years Building Leaning Foundation project (BLF) which is a DFID funded intervention. This project is being implemented in partnership with British Council (BC), Education Trust (EDT), Ministry of Education, Rwanda Education Board and 30 Districts.

1. Logistics 

  • Undertake local logistical duties such as booking hotels and venues for workshops, collecting pro-forma. 
  • Collect from the Operations Team the mails from post office for staff and volunteers you will be supporting and distribute to them.

2. Procurement and Stock Control

  • Maintain volunteer’s furniture stock control database, ensuring agreed stock levels at Sub office are always maintained.
  • Manage purchase requests and orders, liaising with employees requesting items, finance and Operations team as needed and on timely manner.
  • Ensure a complete inventory of VSO furniture is held by VSO and every equipment is adequately labelled.
  • Assist the Operations Manager to maintain the Country Office’s Asset 
  • Register.
  • Manage stationery supplies for the Sub office staff.
  • Maintain annual procurement plan for the projects operating in the region.

3. Vehicle and Motorcycles management 

  • Manage day by day vehicle and motorcycle utilisation Check and provide monthly analysis on fuel efficiency for the vehicle allocated to regional office and level of individual projects use to the Finance team.
  • Manage file relating to all aspect maintenance and management of that vehicle.
  • Monitor vehicle maintenance (cleaning, fuel filling, tires etc.) and ensure regular service and repairs are undertaken at approved Garages.
  • Drive outside placement as necessary.
  • Ensure that logbook is used well and Communicate to all vehicle users to use it and make sure it is being done effectively.

4. Finance

  • Handle petty cash, regularly reconcile expenditure and record expenditure on payment vouchers in liaison with the Finance Manager.
  • Maintain proper records of all finance and administrative. 
  • Establish monthly deadlines in line with the programme plans.
  • Track, monitor and manage monthly requisition and accountability processes.

5. Support on volunteer Management

  • Receive and provide timely feedback to volunteer inquiries or channel them to the appropriate member of staff.
  • Coordinate and be accountable for the volunteer travels including management of Motorcycle contract management.
  • Support Finance and People and Operations team to ensure compliance to policies and procedures through guiding field-based staff on compliance requirements.
  • Any other related tasks as assigned by the line manager.

6. Events management

  • Arrange and schedule all project events
  • Ensure that the schedule is feasible and suitable for all participants.
  • Ensure proper documentation of events preparation and reporting on the outcome of event. 
  • Support planning: Support the District Coordinator (DC) in preparing, submitting and securing advance approval of the following plans submitted weekly, monthly, quarterly and annually:
  • Program implementation plans
  • Budget implementation plans 
  • Monitoring and evaluation plans 
  • Procurement and logistics plans 
  • Performance and leave plans 

Support implementation: Following the different plans above, the FOO will organize timely operations and logistics support needed for the smooth implementation of these plans by week and month. This will include operations and logistics needs for VSO staff, volunteers, partners and relevant stakeholders. It will require the FOO to understand the interrelated nature of the plans to ensure synergy and good value for money.

Support field monitoring: Following the weekly and monthly implementation schedule, the FOO will support field monitoring activities including visits by project team, Senior Management Team (SMT) or external parties. This will include advance preparation and mobilization of relevant stakeholders engaged in the field visits. It will require the FOO to understand the field complexity to ensure realistic field monitoring schedules and expectations. 

Vehicle and Motorcycles management: The FOO will manage day by day vehicle and motorcycle utilization, check and provide monthly analysis and report on fuel efficiency for the vehicle allocated to regional office and level of individual projects use to the Finance.

Support regular reviews: Support preparations for monthly project review and planning meetings and the quarterly joint programme review meetings (PRMs). This will include mobilizing participants, arranging the logistics and finance supported needed for project staff, volunteers and partners to participate. It requires advance planning and proper coordination to avoid last minute panic, delay and frustrations. The FOO will support DC to ensure review actions well documented, shared and implemented within agreed timeframe. 

Financial support: In line with VSO financial manual, the FOO will ensure that VSO staff, volunteers and partners work advance is processed and accounted for in time. This will include timely submission of work advance requests with sufficient support documents, follow-up on payment on all projects liabilities, goods and services supplied and timely reporting to finance for payment. The FOO will ensure goods and services supplied reflect value for money, carry out spot checks to ensure effective and efficient utilization of project resources. This will require collaborating well with the finance team to ensure transparency, accountability and value for money

Cash handling/Cash management: The FOO will be largely relied upon as the custodian of field office cash float by critically monitoring cash advances to volunteers.

Compliance and management: The FOO should be able to greatly assist the Project Manager (PM) in ensuring the various VSO policies, procedures and donor regulations applicable to projects implemented with regards to program, finance, procurement, logistics, security, HR, and administration are closely followed.

Budget Management and expenditure forecasting: The FOO should have the ability to work closely with the project manager as regards effective budget management through offering valuable guidance and advice to the PM and project team. Should also be in a position to help break down the project activities into phases and carry out cash flow forecasting for the project’s expenditures in terms of cash requirements.
Support reporting: Following established reporting system, the FOO will support the PDC to ensure that a reporting schedule is prepared, monitored and implemented in a timely manner. This includes supporting the documentation of specific information needed for reporting. It includes following up volunteers and partners to submit reports in a timely manner and proper storage of final reports approved by PM. It requires the FOO to ensure procurement, logistics and finance reports are prepared in timely manner. 

Support partnerships: Support the District Coordinator in maintaining mutual partnerships with district, local partners and primary actors in the communities. It involves maintaining respectful communication in all collaboration and coordination activities. This involves understanding how the project activities aligns with government plans and contributes to district priorities. It involves building good relationships with district officials where the project is being implemented. It requires the FOO to be diplomatic, collaborative, and relationship and negotiation skills, able to gather and share relevant intelligence in a timely manner.

Skills, qualifications, and experience

Key Skills and Qualities

  • Bachelor’s degree in a related field 
  • At least 6 years driving experience 
  • Extensive knowledge of 4WD vehicle maintenance
  • Experience in managing a driver 
  • Good coordination/management skills 
  • High IT knowledge (Word, Outlook, Excel)
  • Good written and verbal communication skills (Kinyarwanda, English, and French)
  • Understanding the role of international development and more specifically of volunteering in Rwanda
  • Flexibility to adapt, positive attitude towards change, and a constructive and creative approach to problem-solving
  • Knowledge of the geography of Rwanda 
  • Valid driving license (Class B)

– A competitive salary will be offered for the right candidate
– This role is open only to Rwanda Nationals
– Female Candidates are STRONGLY encouraged to apply

If you’re interested in applying for this role, please download the job description for more information.

To submit your application, click on ‘Make an application’ and complete all relevant fields on the online application form.


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