POSITION: ADMINISTRATIVE ASSISTANT

AIDS Healthcare Foundation (AHF) is an International Non-Governmental Organization that was founded in 1987 and has been at the forefront of the HIV response, currently supporting HIV/AIDS programs in 45 countries including Rwanda.

AHF’s mission is to provide cutting edge medicine and advocacy, regardless of ability to pay and core values are to be Patient-Centered, Value Employees, Respect for Diversity, Nimble, and Fight for What’s Right

AHF Rwanda is looking for very competent candidate to fill up the position of Administrative Assistant at AHF Country Office in Kigali.

JOB SUMMARY:

The Administrative Assistant is the face of the organization; this person is the first point of contact with customers, presenting a warm, professional, caring attitude; while interacting with both external and internal customers, to promote the image of the organization. In addition to front desk management, she/he will also provide logistical support and support procurement process.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Front desk management

• Receive incoming calls and visitors as appropriate and directs them to the relevant offices.
• Provide requested information and take messages appropriately.
• Make copies of all correspondence and other documents.
• Schedule appointments and cancel meetings and appointments as requested in a timely manner to ensure effective communication between the office and other stake holders for mutual understanding.
• Create and maintain filing system of records and documents in an organized and retrievable manner according to AHF guidelines.
• Keep a calendar of key organizational events and keeps track of them with relevant officers.
• Ensure that the office and reception/waiting area is clean, kept clear of clutter and trash.
• Management of office petty cash.
• Assist in the maintenance of all office equipment and report any malfunction.
• Maintain key box and liaise with Operation manager, security officers/guards on duty.

Support the Procurement process.

• Participate in sourcing quotations from different vendors as may be required.
• Support procurement committee in drafting bid analysis and required documentation.
• Receive and verify all admin goods delivered to the office.
• Follow the company’s procurement policies and procedures.

Logistics and support fleet management

• Coordinate travel arrangements as required.
• Monitor organization vehicle logbooks.
• Supervise drivers and cleaners on daily basis.
• Maintain office supplies inventory by checking office stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Perform any other duties as may be requested.
• Supervises drivers and cleaners.

EDUCATION AND EXPERIENCE:

• Bachelor’s degree in administration, business, management, or finance obtained from a reputable institution.
• Training in Office Management is an added advantage.
• A minimum of 3 years’ experience in business administration.
• Good interpersonal, organizational, and written / verbal communication skills, including in cross-cultural settings.
• Ability to work effectively under pressure.
• Having Some IT skills is an added value.
• Ability to work effectively in a team-oriented environment.
• Ability to set priorities and plan for the successful implementation of programs.
• Ability to work with minimum supervision, team player with drive and initiative.
• Computer literacy required.
• Effective problem-solving skills
• Fluent in Kinyarwanda and English. Knowing French is an added value.

SKILLS:

Multi-tasking, flexibility, telephone etiquette, customer care/service, time management, high level of organization, attention to detail, scheduling, knowledge of Microsoft office applications, professionalism and maintaining a quality focus.