Job Summary

The Administrative Assistant and Inclusion Advisor is responsible for administrative work related to Physical Rehabilitation Program including social inclusion. S/he supports the Regional PRP team-East Africa for all administrative jobs including organization of logistics for any event, procurement of supplies for PRP, Filling, database management, etc. S/he is also responsible for implementing the Social Inclusion program in Rwanda based on specific objectives of PMT. S/he is responsible for the implementation of the national ICRC disability inclusion strategy in the country. S/he is responsible to provide appropriate support to ICRC management, Rwanda Red Cross, National Paralympic Committee, Disabled People organization, etc. for promoting the development of an inclusive approach and improving the societal integration of persons with disabilities.

Generic Accountabilities and Responsibilities:

• Updates and retrieves data in/from specialized tools and databases.
• Creates and maintains paper or electronic files up-to-date.
• Follow-up on specific processes.
• Drafts and finalizes correspondence, bordereaux, internal presentations, meeting minutes, and other documents; shares information among users.
• Updates the timeline, tables and charts, schedule, and other tools and ensures invoices are followed upon.
• Prepares for meetings by setting up rooms and materials, including technical set-up for conference calls, presentations, and video conferences.
• Carries out secretarial tasks such as making photocopies, destroying documents, and managing stationery stocks.
• Applies information-management instructions and ensures compliance with procedures.
• May be called upon to manage petty cash of up to the equivalent of CHF 3’000 per month as per ICRC accounting/safety procedures.

ADMINISTRATIVE ASSISTANT (50%)

General Office activities of Physical Rehabilitation Program

• Visitors management;
• Handles incoming/outgoing calls, mail, pouches, and general queries by email;
• Types/drafts various documents (memos, donation certificate, notes, minutes of meetings, etc.) and register them in STM and TeamSpace;
• Support in the translation of administrative documents from the local language to English when needed;
• Files documents and maintains the archive in the physical files, and on TeamSpace regularly;
• Collaborates on all aspects with internal and external stakeholders (management meetings and so forth);
• Collaborate with KIG Welcome Services for all the elements linked to Welcome (sharing travel itinerary, list of arrivals) and Transport of the PRP staff.
• Collaborate with the ICRC event manager for organizing any event related to PRP.

Logistics/Premises

• Organizes for office supplies with the ICRC Welcome (cleaning material, stationery, etc) required for the PRP
• Assists in sourcing suppliers/quotations in collaboration with ICRC Logistics when needed
• Creates Supply Request / Internal Requisition Orders and send for approval to the concerned people with all the supportive documents and in the respect of the Rules of Financial Management;
• Follows up with the ICRC Premises for the supply of tea/coffee on a regular basis
• Supports the PRP team in making annual supply order for partners

Administrative support – ICRC Accounting

• Provide the necessary support to the F&A Department in the preparation and verification of the dossiers for payment in compliance with the Rules of Financial Management;
• Follow up with ICRC F&A Department in KIG for payment to sponsored students or supplier related to PRP
• Create and maintain Suppliers database for PRP related procurements;
• Management of working advance for petty cash purchases;
• PRP monthly Cash Forecast preparation to be integrated in ICRC monthly Forecast;
• Contribute to making the budget for PMT annually

Database/Reporting

• In absence of Resident Technical Advisor, Input Medical Activity Data (MAD) online for all supported Physical Rehabilitation Centre
• Cross-check accuracy of the statistics form Madagascar and upload them on team space on a monthly basis
• Contribute to quarterly reports in PMT or any report for PRP.
• Update stakeholders contact list (monthly), staff list of PRP partners in the region (yearly), training list (within a week post-training) on team space
• Upload and record written communications, letters, contracts, and any other sort of administrative or official document to team space, whenever required.

INCLUSION ADVISOR (50%)

Inclusion / DPO’s / CSO / NPCR/NUDOR/NCPD

• Act as liaise person to represent ICRC PRP interest to DPO’s, CSO’s in Rwanda.
• Take part in the Convention on Rights for Person with Disabilities (CRPD) training as a facilitator.
• To organize the International Disability Day function in Rwanda and promote rehabilitation services to the disability community.
• Promote women and children with disabilities in receiving rehabilitation services.
• In collaboration with rehabilitation service providers taking part in sports activities with a person with disabilities.
• In collaboration with CHUK engage in lobbying and advocacy as required for PWD’s.
• Meeting with AGITOS, NPCR, RWBA, RAFA on a regular occasion to facilitate events such as; Amputee football training, wheelchair basketball training, Wheelchair Tennis and other sports for persons with disabilities.
• Present disability Awareness training to URCMHS faculty and students and other organizations.
• Conduct trainings and develop projects to improve employability and entrepreneurship for persons with disabilities.
• Support in improving the employability of persons with disabilities by accumulating CVs of service users received physical rehabilitation services at CHUK and support them in disseminating their CVs to companies who may employ them.
• Conduct Beneficiary Feedback interview at service providers in Rwanda and enter BFTA data in EPI info to analyze data and making reports.

Additional duties

• Follows up on all work-related messages and correspondence with the relevant contacts and departments
• Is aware of the ICRC PRP’s objectives and has a good knowledge of all partners and contacts in the East Africa Region.
• Takes responsibility for their own professional learning and development
• Any other administrative support activities required by ICRC PRP.

Key qualifications and experience:

• University degree in Business Administration/ Social Services;
• CPA II / ACCA II or equivalent will be an asset
• Excellent oral and written communication skills (English, Kinyarwanda);
• Computer literacy in windows environment- excellent in the application of the word, excel, and PowerPoint
• Good knowledge in disability issues and has minimum 2-3 years experiences in the field of social inclusion or disability
• Good organizational, analytical & administrative skills;
• Able to work independently and within a team;
• Valid light vehicle driving license
• Experience in the areas of Technical and vocational education and training (i.e. education, livelihood, employment/economic empowerment) an asset.
• Experience in the use of an accounting computerized package is an added advantage.

NB;

1. The position is open to Rwandans only
2. People with disabilities and Women are encouraged to apply

APPLICATION GUIDELINES:

To apply please send your current CV (Resume) to the link provided below; https://form.myjotform.com/91911365265560

The position will be titled QSSR-ICRC-AA Administrative Assistant and Social Inclusion Advisor

Submit your CV and Application on Company Website : Click Here

The application closing date is 7^th June 2020.  Please take note that any applications received after the above-mentioned deadline will not be considered.