Administrative Assistant-Rwanda (Open to Rwandan Nationals only) 

Job Details

Description

Position Summary

The Administrative Assistant will provide administrative support to the Rwanda Country Office. This includes but not limited to managing the Country Directors office and calendar, making travel arrangements for staff and guests, drafting official correspondence, taking meeting minutes, managing the front office, assist the Finance and Administrative Officer (FAO) in procurement and  logistic activities for workshops, and events. The position will be for an initial two-year contract.

Key Responsibilities

• Schedule appointments and maintain the Country Director’s calendar, receive visitors, place and screen telephone calls and answer queries with discretion.
• Maintain a database of names, addresses and telephone numbers of guests in the prescribed format.
• Work closely and effectively with the Country Director and Program Manager  to keep them well informed of upcoming commitments and responsibilities, as well as following up appropriately.
• Assist FAO in meeting/conference set-up including taking minutes, procurement, and logistic processes.
• Draft general and confidential correspondence and reports, as required.
• Assist FAO in travel arrangements for staff and guests including hotel bookings, airport, and other transfers, visas, licenses, and travel documents.
• Assist in documents signature/approval and manage incoming correspondence, internal, and external queries.
• Assist in requisition of office supplies, equipment and arrange for distribution together with the appropriate inventory records.
• Ensure accurate and updated filling of all official correspondence both hard and soft.
• Assist FAO in insurance renewals for AWF vehicles, property, and staff.
• Assist in raising purchase requisitions in the Account Portal.
• Assist in preparation of requisitions, relevant supporting documentation for approval to enable the timely purchase of goods and services.
• Assist in asset register management.
• Assist in maintaining and updating master list of AWF’s stakeholders for use in distribution of AWF materials including and not limited to season greeting cards, annual reports, newsletters, flyers and magazines.
• Perform other related duties as required.

Required Qualifications and Experience:

• Bachelor’s degree in Business Administration, Public Administration, Administrative Sciences, Management, or related field
• Minimum of 3 years of relevant, demonstrated experience in office administration. Experience in working with an International NGOs is an advantage
• Ability to work under pressure with prominent levels of flexibility
• Ability to manage sensitive and confidential matters with the highest level of professionalism
• Demonstrated ability to achieve goals and meet deadlines in a demanding environment
• Interest in environment, natural resource conservation and development
• Ability to pay attention to detail and meet strict deadlines
• Proficiency in Microsoft Office package and agenda management tools
• Excellent organizational aptitude and coordinating ability
• Fluency in Kinyarwanda, English, French and/or Swahili; knowledge of all is an advantage
• Exceptional reporting & desktop research skills
• Experience interacting across cultures and other diversities
• Excellent level written and verbal communication skills
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Strong writing skills
• Excellent people skills and communication skills
• Emotional maturity and openness to learning and growing