Administration & Procurement Officer

ABOUT INKOMOKO

Inkomoko supports entrepreneurs to grow their businesses in order to improve livelihoods, create jobs, and help communities thrive.

 Founded in 2012, Inkomoko has worked with more than 60,000 entrepreneurs across East Africa, including thousands of refugee entrepreneurs. Inkomoko provides a combination of training, consulting, access to finance, and market-level systems change.  We are the largest lender to refugee entrepreneurs in Africa.

Inkomoko has +360 staff in 30 offices across Rwanda, Kenya, Ethiopia, and South Sudan. Through Inkomoko’s 2030 strategic plan, we are adding 4 additional countries to serve more than 550,000 entrepreneurs and growing our $30M loan fund.

INKOMOKO VALUES

All staff at Inkomoko are connected to a shared set of organizational values:

• Purpose: be solutions-oriented, produce high-quality work, be a global leader.
• Achievement: push yourself to reach beyond what you previously thought possible.
• Improvement: be humble, engage in continuous growth through open & accurate feedback
• Bravery: willing to take risk, create a safe space for others, be compassionate, inclusive.
• We Eat Goat:  we celebrate success and support each other in hard times. We do this work together in the spirit of turikumwe, tuko pamoja, abren nen, urang babarengan.

THE OPPORTUNITY & RESPONSIBILITIES

The Admin & Procurement Officer is a mid-level position to provide excellent administrative support and customer service to Inkomoko’s departments, serving under the supervision of the Managing Director and the technical advisory from the Operations Team (dotted line to Operational Excellence Manager).

The Administration & Procurement Officer will ensure that daily office operations are performed in a seamless and efficient manner, facilitate the procurement processes for their countries, manage travel/logistics, and will interface with Inkomoko’s many vendors and suppliers.  When our teams are operating smoothly, we have the best impact on our clients.

Specifically, the Admin & Procurement Officer will:

Administrative Management (40% time)

• Supervise support staff including the receptionist and cleaners across the country, ensuring they are well informed, coordinated, and are facilitated to do their jobs well
• Co-supervise the drivers and security guards with the Security Department
• Plan and organize company events
• Conduct admin portions of new staff onboarding, ensuring new staff understand office protocols and how to engage the Admin team
• Support the MD in admin duties such as drafting letters, scheduling meetings, filing
• Manage and organize office operations
• Oversee office management for each office location, including refugee field offices

Asset Management & Logistics (20% time) 

Be responsible for company’s non-technology assets, including acquisition, asset tagging, maintenance, and disposal

• Be responsible for company’s non-technology assets, including acquisition, asset tagging, maintenance, and disposal
• Maintain an accurate inventory of organization assets, condition, location, and usage.
• Collaborate and plan with relevant departments to assess future asset needs
• Ensure company vehicles are insured at all times, and work with the Security Focal Point for proper maintenance of company vehicles (‘Vehicle inspection certificate’)
• Monitor and optimize logistics processes to minimize costs and enhance efficiency.
• Manage travel logistics for the company by arranging and  coordinating travel plans, including booking transportation and accommodations

Procurement & Vendor Management (40% time)

Purchase Order Management

• Manage the company’s procurement process in compliance with the organization SOPs with oversight from the Operational Excellence Manager.
• Track all purchases, including processing POs, payments, and delivery tracking.
• Resolve issues related to orders, deliveries, and invoicing.

 Supplier contracts management

• Build and maintain relationships with suppliers and service providers
• Negotiate and review contract terms, services offered by suppliers and pricing for quality purposes and to optimize cost-effectiveness
• Verify vendor invoices and deliveries to ensure accurate delivery before payment
• Evaluate vendor performance and address any issues or concerns
• Update and maintain supplier/vendor roster in company’s database

Inventory Control

• Manage inventory levels  of office supplies to ensure efficient operations.
• Implement inventory tracking systems to enhance accuracy

WHO WE ARE LOOKING FOR:

Successful candidates will embody our organizational culture and mission to support entrepreneurs. Our work environment is fast-paced, positive, solutions-oriented, and we have very high standards.

Qualifications include:

• Undergraduate degree required, ideally in business administration
• 5+ year experience in office management, procurement, or other similar roles
• Strong organizational skills and professional writing skills
• Exceptional usage of G-suite, Microsoft Office (Word, Excel, …), etc.
• Experience with administrative tasks – filing, copying, letter writing, etc.
• Proactive mindset and really excited about solving problems
• Exceptional attention to detail
• Absolute confidentiality and discretion is required of this sensitive position
• Fluent in written and spoken English and at least one African language

WHAT YOU’LL GET

This role is inside a high-growth, mission-driven social enterprise.

By joining Inkomoko, you’ll access:

• Competitive salary, and potential Goal-based bonus
• Incredible company culture, including deep investment in your learning and growth
• Diverse colleagues and policies that show our commitment to equity and inclusion
• Talented, passionate, and committed team of colleagues across the region
• Ability to make a significant social impact to your community
• Health insurance, staff savings, parental leave, sabbatical, and more benefits.