No

Position

Roles and Responsibilities

Education qualification

Requirements

1.

Executive Secretary  

• Execute the decisions of the organs of the organization within the prescribed time;
• To assist the organs of the association in the implementation of their decisions, in particular in the production of all the documents necessary for the pursuit of their attributions;
• Conduct strategic reflections for the proper development of the objectives of the organization
• Manage and develop daily communication between DUHOZANYE and the various partners and develop strategic relationships with other actors of socio-economic development;
• Prepare within the stipulated time periodical reports of the activities of the organization to be submitted to the Board of Directors Committee for approval;
• Attend all meetings of the Board of Directors ;
• Coordinate all projects executed by the organization;
• Ensure and reinforce good relations with the financial partners of the organization and all state bodies at all levels;
•  Plan, coordinate, insure and report the day-to-day management of the Association on behalf of the President of the organization in different circumstances;
• Prepare the budget and ensure its implementation in an efficient manner;
• Organize the activities of preparation and development of the strategic and operational plan and ensure that the various organs of the Organization are involved;
• Submit the strategic plan to the board of directors for adoption and ensure its implementation and impact on the target groups;
• Verify and approve the financial report prepared by the Finance Department and submit it to the Board of Directors for analysis and approval;
• Also approve activity reports from the various programs and submit them to the Board of Directors for analysis and approval;
•  Prepare all documentation relating to legal acts and constantly monitor compliance with the rules and laws governing the associative life;
• Authorize expenses, sign the mission orders of the agents of the organization;
• Ensure the management of the staff of the organization;
• Keep the organization visible and ensure that its interventions bring beneficiaries to the desired changes.
• Evaluate the agents who are directly under his responsibility and in the last row all the other agents
• Carry out any other task deemed useful for the smooth running of the DUHOZANYE Organization.
• Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc
• Attend meetings and keep minutes
• Receive and screen phone calls and redirect them when appropriate
• Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
• Make travel arrangements for executives
• Handle confidential documents ensuring they remain secure
• Prepare invoices or financial statements and provide assistance in bookkeeping
•  Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
• Maintain electronic and paper records ensuring information is organized and easily accessible
•  Conduct research and prepare presentations or reports as assigned

At least hold a bachelor’s degree or advanced diploma in Development Studies, Public administration, social sciences, education or any other related fields.

•  Proven experience of 3 to 5 years as executive secretary or similar administrative role in civil society organizations
• Demonstrated experience working with civil society organizations, multi-donor agencies, and or developmental partners
• Good knowledge of civil society in Rwanda
• Proficient in MS office and back-office software
• In-depth knowledge of office management and basic accounting procedures as well as technical vocabulary of CSOs
• Familiarity with basic research methods and reporting techniques
• Excellent organizational and time management skills
• Outstanding communication and negotiations abilities
•  Integrity and confidentiality