Overview

Senior Office Administrator Jobs in Rwanda at SLR Consulting

Title: Senior Office Administrator

Company: SLR Consulting

Location: Rwanda

About The Company

SLR is in the process of growing our footprint around the globe, and as such we are continuously looking for talented people to join our team and who would add value to Our Business.

We are recognised as one of the global leaders in environmental and advisory solutions, helping our clients to achieve their sustainability goals. SLR has over 100 offices in 13 different countries across the world and we actively encourage collaboration and learning between the many disciplines and services we offer globally.

At SLR you can expect a flexible and supportive 'One Team’ culture that sits at the heart of our business and ensures that we offer a rewarding place to work. You will have the opportunity to work alongside industry leaders and specialists on interesting projects and being part of a team that makes a difference.

Job Purpose

The Senior Office Administrator is responsible for the effective day-to-day management of the Kigali office, ensuring smooth operations, financial administration, staff support, and a professional working environment. The role provides administrative and coordination support across Operations, Finance, HR, and IT, and acts as the central point of contact for staff, visitors, suppliers, and service providers.

Minimum Requirements

  • Grade 12
  • Minimum 3 years’ experience in an administrative role
  • Proficiency in MS Office, Intermediate to Advanced MS Excel and MS Word and PowerPoint knowledge is critical.
  • Knowledge of clerical and administrative procedures and systems.
  • Tertiary qualification would be an advantage.
  • Drivers license and own vehicle

Key Responsibilities

  • Office, Premises & Operations Management
  • Ensure the smooth, efficient, and professional running of the Kigali office.
  • Be physically present in the office and be receptionist/front-of-house from 9:00am to 5:00pm, Monday to Friday.
  • Receive, welcome, and coordinate all visitors and guests.
  • Ensure the office environment is clean, tidy, safe, and well maintained at all times.
  • Manage premises, including maintenance, repairs, cleaning, security, and utilities.
  • Coordinate with onsite maintenance staff and external contractors.
  • Support Health & Safety (H&S) compliance and office safety procedures.
  • Maintain visitor logs, access controls, keys, and security records.
  • Manage physical and digital filing systems.
  • Assist with coordinating leases, renewals, and landlord communications.
  • Maintain office contracts register (leases, utilities, internet, security, cleaning, insurance).
  • Support basic business continuity and emergency preparedness.
  • Finance & Administrative Support
  • Manage the Kigali office budget, including tracking expenditure against approved budgets.
  • Prepare monthly office spend reports, highlighting variances, upcoming commitments, and risks.
  • Forecast expected office and operational support expenditure for the upcoming month and flag potential shortfalls or overspends.
  • Receive tax declarations, prepare tax returns, and ensure timely tax payments in compliance with local regulations.
  • Cross-check payroll information received from HR and ensure timely salary payments.
  • Manage the company bank account and submit daily bank statements.
  • Request funds from the Regional Finance Manager when local office funds are insufficient.
  • Upload invoices into Vantagepoint (VP) and assign invoices to the correct project numbers.
  • Obtain purchase codes from clients and coordinate issuing of invoices where required.
  • Process supplier and service provider payments in a timely manner.
  • Track invoice payments and prepare monthly reports on invoice payment status.
  • Follow up internally to chase approvals, purchase codes, or missing documentation.
  • Support wider financial reporting and audits as required.
  • Ensure timely submission and review of staff expense reports.
  • Negotiate with suppliers during procurement of office assets and supplies, in line with approved budgets and policies.
  • Handle customs clearance of items shipped to the Rwanda office.
  • Human Resources Administrative Support
  • Support onboarding of new staff, including office orientation and administrative setup.
  • Collect identification documents, contracts, and bank details for payroll purposes.
  • Coordinate HR-related documentation and maintain staff records.
  • Support staff offboarding, including asset handover during resignations or contract terminations.
  • Act as a first point of contact for staff queries and escalate issues appropriately.
  • Communicate staff updates, public holidays, achievements, and internal announcements.
  • Support staff wellbeing, office culture initiatives, and internal events.
  • Operations Team Administrative Support
  • Provide administrative and logistical support to the operations team, including staff based at mine sites and in the field.
  • Coordinate practical office-based support for field agents to ensure they are adequately equipped to operate on site.
  • Ensure field agents have the necessary PPE, SIM cards, mobile phones, and sufficient phone data/airtime to carry out their duties.
  • Track issuance, replacement, and returns of operational equipment and consumables for field staff.
  • Liaise with operations managers and site leads to understand upcoming field needs and proactively address gaps.
  • Assist with scheduling meetings, workshops, and operational briefings.
  • Arrange transport, accommodation, and local logistics for operations staff and visiting project teams.
  • Support coordination and onboarding of visiting consultants and project staff working on mine sites.
  • Maintain operational calendars, meeting room bookings, and shared resources.
  • Support documentation, filing, and record-keeping for operational activities where required.
  • IT & Systems Coordination
  • Act as the first point of contact for basic IT and office systems issues.
  • Coordinate onboarding and offboarding of IT equipment in collaboration with HR and IT teams.
  • Manage office equipment such as laptops, printers, and internet services.
  • Escalate IT issues to regional or external IT providers as needed.
  • Procurement, Events & Vendor Management
  • Manage procurement of office goods and services in line with internal policies.
  • Maintain supplier relationships and negotiate pricing where appropriate.
  • Organise and coordinate internal staff events and external meetings or events.
  • Liaise with vendors, venues, and service providers to ensure smooth delivery.
  • Policies, Compliance & Continuous Improvement
  • Maintain and update office procedures, guidelines, and checklists.
  • Ensure compliance with internal policies, including procurement, expenses, H&S, and data protection.
  • Support internal audits, compliance reviews, and information requests.
  • Identify opportunities to improve office processes, efficiency, and cost control.
  • Prepare simple office management and operations reports as required.
  • Carry out any other reasonable duties consistent with the role as required.

Role Boundaries

  • The Senior Office Administrator provides administrative and coordination support and does not replace specialist Finance, HR, IT, or Operations functions.
  • The role supports, but does not own, strategic or technical decision-making.

Supporting The Following Shared Services

  • Health & Safety
  • Attend First Aid, SHE Rep and Fire Fighter training to be the H&S Office Representative
  • People (HR)
  • Marketing
  • Quality
  • Finance

Key Skills & Experience

  • Proven experience in an Office Manager, Office Administrator, or similar role.
  • Experience supporting finance, HR, and operational processes.
  • Comfortable working with financial systems (experience with Vantagepoint is an advantage).
  • Strong interpersonal and communication skills.
  • Ability to work independently and manage multiple priorities.
  • Familiarity with Rwandan regulatory, payroll, and tax environments is an advantage.
  • Good communication skills – written and verbal.
  • Excellent time management skills and ability to multi-task and prioritise work.
  • Attention to detail and problem-solving skills.
  • Strong organizational and planning skills.
  • Ability to take initiative.
  • Detail-orientated.
  • Must be able to work in a fast-paced environment.
  • Must be able to work with diverse personalities.

SLR’s approved Employment Equity Plan and Targets will be considered as part of the recruitment process. We actively encourage and welcome people with various disabilities to apply. SLR is committed to an organisational culture that recognises, appreciates, and values diversity & inclusion

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