Administrative Officer

Full-time
On-site
Rwanda Rwanda

World Change Starts with Educated Children®

2025 is our 25th Anniversary! Join Us in Celebrating 25 Years of Progress.

IMPORTANT: All applicants must be legally eligible to work in the country where the position is located. Room to Read is not able to provide sponsorship.

Position Overview

The Administration Officer supports the efficient functioning of the Room to Read Rwanda Country Office by managing administrative operations, office systems, logistics, procurement, and warehouse activities. This role ensures smooth day-to-day office operations, provides high-quality administrative support to leadership and program teams, coordinates travel and events, and upholds compliance with organizational policies. The position requires strong organizational skills, excellent communication, professionalism, and the ability to collaborate effectively with internal and external stakeholders.

Responsibilities

Office Management

  • Manage front-office operations, greet visitors, and handle inquiries professionally.

  • Receive, log, distribute, and track all official correspondence and courier deliveries.

  • Maintain clean, organized meeting rooms and common areas.

  • Ensure adequate supplies, utilities, and office consumables.

  • Coordinate meeting and event logistics, including catering and room setup.

  • Maintain administrative templates, filing systems, and office documentation.

  • Ensure compliance with health, safety, and fire regulations.

  • Oversee maintenance and servicing of office equipment.

  • Manage office petty cash in accordance with policy.

Administration & Operations

  • Provide comprehensive administrative support to the Country Office team.

  • Support the Country Director with scheduling, calendar management, and meeting coordination.

  • Maintain organized records of correspondence and administrative documents.

  • Coordinate travel logistics for staff, visitors, and consultants (flights, accommodation, ground transport).

  • Respond to administrative requests from leadership and program staff.

  • Ensure accurate tagging, tracking, and reconciliation of assets and supplies.

  • Assist with maintaining the Country Office Asset Register.

  • Coordinate logistics, transportation, and visitor movements as assigned.

Procurement Management

  • Prepare annual procurement plans aligned with budgets and program needs.

  • Execute procurement processes in compliance with Room to Read policies and thresholds.

  • Ensure timely, cost-effective procurement based on approved requisitions.

  • Support Procurement Committee activities for purchases above USD 9,999.

  • Conduct market surveys and share pricing/trend updates with management.

  • Maintain an updated vendor/supplier database.

  • Communicate procurement status to leadership and program teams.

  • Maintain complete procurement documentation (requisitions, quotations, bids, evaluations, approvals, POs, delivery notes).

  • Submit vendor invoices and supporting documents to Finance for payment processing.

Warehouse & Inventory Management

  • Coordinate delivery, inspection, and receipt of books, materials, and office consumables.

  • Ensure safe storage, proper handling, and accurate tracking of warehouse inventory.

  • Supervise packing, loading, and distribution of books and materials to schools and project sites.

  • Maintain a clean, organized, and secure warehouse environment.

  • Monitor stock levels and ensure timely replenishment of supplies.

Qualifications

  • Bachelor’s degree in Business Administration, Logistics, Procurement, or a related field.

  • 5–7 years of experience in administration, operations, logistics, procurement, or office management.

  • Strong organizational and multitasking skills, with the ability to manage office workflows, scheduling, and logistics.

  • Demonstrated experience with procurement processes, vendor management, and compliance with procurement policies.

  • Experience coordinating travel, events, and administrative logistics for staff and visitors.

  • Experience with warehouse or inventory management, including receipt, storage, and distribution of goods.

  • Excellent communication skills in English and Kinyarwanda, with a professional customer-service approach.

  • Proficiency in Microsoft Office (Excel, Word, PowerPoint) and familiarity with office equipment and systems.

  • High level of integrity, discretion, and professionalism, with the ability to handle confidential information.

  • Ability to work independently and collaboratively in a fast-paced, multicultural environment.

Child Protection Principles

  • Room to Read is committed to the education and welfare of children and protecting them from abuse and exploitation
  • Room to Read has zero tolerance for child abuse and exploitation.
  • All children have the right to be free from abuse and exploitation, including neglect, maltreatment, and physical, mental or sexual violence, injury or abuse.
  • All children should be treated with respect and dignity.
  • The well-being of the child is Room to Read’s first priority when dealing with all identified or suspected cases of child abuse.
  • Room to Read shall integrate child protection into all its organizational strategies, structures and work practices.

Protection from Sexual Exploitation and Abuse (PSEA) Principles

  • Room to Read Representatives must create and maintain an environment that prevents sexual exploitation and sexual abuse.
  • Room to Read has zero tolerance for adult sexual exploitation and abuse.
  • Sexual exploitation and abuse are serious violations of fundamental human rights and will not be accepted or tolerated.
  • All adults should be treated with respect and dignity.
  • Room to Read implements a survivor-centered approach, putting the survivor’s rights and dignity at the forefront.
  • Survivors referred to available professional assistance (e.g. mental health counselling), upon consent.

Room to Read is an equal opportunity employer committed to identifying and developing the skills and leadership of people from diverse backgrounds.

Read is a child-safe organization; all personnel must adhere to Room to Read’s Child Protection Policy, Child Protection Code of Conduct and Prevention of Sexual Exploitation and Abuse (PSEA) Policy.

About Room to Read:

Founded in 2000 on the belief that World Change Starts with Educated Children®, Room to Read envisions a world free from illiteracy and gender inequality, where all children have room to read, learn and grow – creating lasting change. Through our Literacy Portfolio, we train and coach teachers of the early grades in literacy instruction; create and publish quality books and curricular materials in local languages; and establish children’s libraries filled with diverse children’s books that can be enjoyed at school and home. Our Gender Equality Portfolio supports adolescents, particularly girls, in developing life skills that promote gender equality, helping them to pursue lifelong learning and make informed decisions.

We support young people of all genders to overcome gender biases and build the knowledge and skills to create a gender-equal world. Room to Read collaborates with local communities, partner organizations, publishers, and governments to test and implement innovative models that can be integrated into the education system to deliver positive outcomes for children at scale. To date, Room to Read has benefited more than 50 million children in 28 countries.

Learn more at www.roomtoread.org.

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