Office Manager - (1122)

Job Title:Office Manager

Salary:Based on experience

Location:RW (Primary)

Category:International

Job Type:Full-time

Career Level:Experienced (Non-Manager)

Education:Bachelor's Degree

Travel:Up to 25%

Job Description

Office Manager 

About CNFA 

CNFA is an international agricultural development organization that specializes in the design and implementation of sustainable, enterprise-based agricultural initiatives. We work with businesses, foundations, governments, and communities to build customized local and global partnerships that meet the world’s growing demand for food. Since our inception in 1985, we have designed and implemented enterprise-based, agricultural development initiatives to facilitate market access, enhance agribusiness competitiveness, increase productivity, and improve access to inputs and financing in 47 countries around the world.   

Program Description 

CNFA is currently seeking applications from qualified candidates for an Office Manager position to support a US Department of Agriculture (USDA) Food for Progress (FFPr) program, Haranira Ubuziranenge, in Rwanda. Haranira Ubuziranenge, which translates to “ensuring or striving for safety” in Kinyarwanda, aims to strengthen the capacities of public and private stakeholders in Rwanda to develop, enforce, and adopt international science-based food safety standards. To achieve this goal, the Project will implement interventions across three key components: 1) Strengthening Food Safety Frameworks and Government Institutions; 2) Enhanced Laboratory Technical Capacity in Testing, Inspection, and Certification; and 3) Increased Food Safety Awareness and Capacity Building of Producers. 

Position Summary 

Reporting to the Operations and Finance Director, the Office Manager will be responsible for overseeing administrative and human resources (HR) operations, ensuring efficient workflow, and coordinating tasks among staff members. S/he will lead office management, including organizing office supplies, stationery, and other resources, managing schedules, and maintaining a productive and organized work environment. This position is based in Kigali. 

Position Roles and Responsibilities 

• Supervise and monitor the workflow and administrative budget.  

• Execute all HR functions in compliance with Rwandan labor laws,USDA, and CNFA rules and regulations. These may include but are not limited to: managing medical and life insurance, timesheets, staff allowances, job descriptions and supporting staff recruitment activities. 

• Maintain necessary documentation and reporting in accordance with USDA and CNFA guidelines.  

• Facilitate basic bank transfers and office accounting.  

• Coordinate travel logistics for key personnel and visitors.  

• Perform clerical duties, as needed, including copying, data entry, communications, and simple translating.  

• Serve as liaison between project staff members to ensure efficiency, inclusivity, and belonging. 

• Ensure the office is kept clean and in an orderly condition and manage the flow of visitors and drivers to office locations. 

• Ensure adequate classification and periodic updating of individual and collective files of personnel.  

• Monitor and document the accrual and use of employee annual, holiday, maternity, and sick leave; manage staff benefits.  

• Respond in a timely and professional manner to questions and service requests from employees.  

• Support the implementation of CNFA ethics and compliance guidelines. 

• Ensure that all staff are informed of CNFA’s organizational policies and procedures and any changes.  

• Oversee the creation and regular maintenance of personnel files, hiring, employment contracts, compensation issues, performance review, leave schedules, timesheets, severance issues, staff management, and other personnel paperwork. 

• Collaborate with other members of the Operations and Finance Team to ensure that all actions and decisions are aligned with the project’s vision and goals.  

• Track exemptions, tax payments, and any tax issues. 

• Other duties as assigned by supervisor or other senior staff.  

Job Requirements

Key Qualifications 

• Bachelor’s degree in management, human resources, or other related field; master’s degree preferred. 

• Seven (7) years of experience in administration, human resources management, and/or operations roles for USDA, USAID, or other donor-funded projects of similar size and scope.  

• Demonstrated knowledge of Rwandan labor laws, insurance, personal income tax, and other HR-related laws and regulations.  

• Excellent attention to detail and professionalism; versatility, integrity, and strong leadership skills.  

• Proficient in Microsoft Office suite, including Outlook, Word, Excel, and PowerPoint. 

• Oral and written fluency in English and Kinyarwanda are required. Knowledge of French is an asset. 

CNFA IS PROUD TO BE AN EQUAL OPPORTUNITY EMPLOYER It is the policy of CNFA to provide equal employment opportunity to all persons, regardless of age, race, religion, color, national origin, gender identity, genetic information, sex, sexual orientation, political affiliation, marital status, non-disqualifying physical or mental disability, membership or non-membership in an employee organization, veteran status, or on the basis of personal favoritism or other non-merit factors, except where otherwise provided by law. 

REASONABLE ACCOMODATION & CONTACT INFORMATION CNFA provides a reasonable accommodation to qualified individuals with disabilities. Please contact the CNFA Home Office Human Resources Department via email at accomodation@cnfa.org or via phone at 202-296-3920 if you require a reasonable accommodation to apply for a job with us.

Application Link No later than 18th December 2024