Office Assistant – Rwanda Schools and Systems Activity

FHI 360 is a global development organization, with a rigorous, evidence-based approach to human development. Our team of professionals includes experts in health, nutrition, education, economic development, civil society, environment, and research. FHI 360 operates from over 60 offices with more than 4000 employees in the United States and around the world. Our commitment to partnerships at all levels and our multi-disciplinary approach allows us to have a lasting impact on the people, communities, and countries we serve by improving the lives of millions.  We are currently seeking qualified candidates for the position of Office Assistant for the Schools and Systems (S&S) USAID-funded project in Rwanda.

Project Description 

The Rwanda Schools and Systems Activity will strengthen the education system to enable all pre-primary and lower primary school and classroom environments to be of high quality, inclusive, and focused on learning of foundational reading skills. Specifically, five-year activity will improve learning outcomes by focusing on increasing Kinyarwanda literacy skills of boys and girls through primary 3 (P3) through four intermediate results: (1) Pre-primary education system enhanced to develop, promote and improve emergent literacy, (2) Lower primary reading classroom instruction improved, (3) School environments improved for increased lower primary reading outcomes, and (4) Education systems management strengthened for improve literacy outcomes. The Schools and Systems Activity will include a focus on learning for children with disabilities to ensure project approaches reach all children.

 Position Description 

The Office Assistant will be a polyvalent general services assistant that will work under the supervision of the Operations Manager and Operations Assistant to perform diverse administrative functions. Duties performed will include administrating the office kitchen and the related supplies, supervising the office cleaning and maintenance staff/service provider; providing extra help by assisting as needed with tasks of booking, inventory, and clerical nature. He/she will also assist in front office administration and execute clerical functions such as photocopying, distribution, and filing of documents.

Duties and Responsibilities

Assist in general office administration:

• Assist in front office administration by welcoming and guiding visitors.
• Assist in management of office supplies ensuring supplies are ordered, and stocks updated in a timely manner in liaison with the Operations Assistant and Operations Manager.

 Administration of the Office Kitchen:

• Ensure the office kitchen is properly managed and used responsibility by staff
• Ensure kitchen supplies are ordered in time and stocks are replenished
• Ensure kitchen assets are used responsibly, maintained, and functional for office use.

 Office Maintenance:

• Supervise the cleaning staffer/service provider in accordance with established office procedures or provisions of the cleaning service provider contract.
• Be available to provide office maintenance solutions when the cleaning staffer or service provider is not available on short notice.
• Monitor office cleaning/maintenance to ensure the quality of cleaning services

Clerical support:

• Assist with photocopy of office and program materials as guided and coordinated through the supervisor.
• Assist with management of office documents/files as guided and coordinated through the supervisor.

 Assist in Procurement/Accounting/Finance/Grants Administration/Human Resources Administration:

• Assist as needed by executing support tasks in purchasing of goods and services for the office and project.
• Assist as needed the finance management team by executing tasks related to bookkeeping, etc.
• Assist as needed in Human Resources Administration by executing any tasks that may be assigned such filing staff time records, etc.

 Qualifications

• A Diploma in Business Administration, Public Administration, Procurement, or any related field.
• At least 2 years experience working in an established company or organization executing similar administrative support functions
• Excellent interpersonal skills, communication skills in English, ability to identify and resolve operational constraints
• Demonstrated intermediate skills in Microsoft Office Suite applications, including Word, Excel, and PowerPoint.
• Demonstrated ability to work in a diverse team.
• Ability to work independently, prioritize tasks, and to take initiative.
• Experience of handling diverse range of complex situation.

 This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

We offer competitive compensation and a package of exceptional benefits. Please visit the FHI 360 Career Center at http://www.fhi360.org/careers  for a list of all open positions.

FHI 360 is an employer with equal opportunity and affirmative action. FHI 360 is committed to providing equal employment opportunities regardless of race, color, religion, gender, sexual orientation, national or ethnic origin, age, disability or veteran status in policies, programs, or activities.

 This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

 FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

 FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development, and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

 Please click here to continue searching FHI 360’s Career Portal.

The deadline: 29th December 2021.