LOCAL CONTRACT RECRUITMENT – GENERAL SECRETARY

The French Institute of Rwanda (Francophone Cultural Center of Rwanda) is seeking a Secretary General to work closely with the COCAC/Director, the Deputy Director, the Regional Accounting Officer and the French Institute team.

Main objective of the position: 

Under the direction of the Deputy Director, the Secretary General manages and oversees the operations and financial management of the French Institute of Rwanda, an institution without legal personality and with financial autonomy (EAF). As the Director’s right-hand person, they have a cross-functional role encompassing the management and administration of the institution. They are responsible for general affairs (organization and operations), budgetary and accounting matters, human resources management, logistics, and security. They contribute to the development of the institution’s policy (defining strategic directions for its management, multi-year projections) and its operational implementation. They also provide advice and support for decision-making. 

Job description:

• Department: Administrative
• Job title: Level 10 – Secretary General
• Working hours: 40 hours/week + overtime
• Salary: 2,501,231 FRW net per month
• Number of vacation days: 18 days/year + overtime hours taken as time off in lieu
• Benefits: RAMA and RSSB health insurance (social security contributions), other benefits will be discussed during the interview
• Contract type: One-year fixed-term contract 

Required skills:

• Category B driving licence (preferred)
• Languages: French, minimum level  C1  (full oral and written skills – mandatory), English, minimum level B2, Kinyarwanda (desired)
• Good command of Microsoft Office
• Excellent oral and written communication skills
• Human Resources Management
• Team management
• Ability to analyze and solve problems
• Communication skills (telephone, messaging, electronic calendar…)
• Organizational capabilities

• Degree: Master’s degree in management, administration, law, commerce or any other relevant field.

Personal qualities:

• Adaptability
• Flexibility
• Reactivity
• Rigor
• Ability to work in a team
• Sense of organization
• Having good interpersonal skills

Activities and tasks related to the position: 

Financial and budgetary management: 

• Preparation, development and monitoring of the initial budget
• Preparation, development and monitoring of revised budgets
• Implementation of management optimization tools
• Analysis of budget accounts and monitoring of dashboards
• Monitoring of internal budgetary and accounting controls (CIBC with the director), as a member of the governance committee
• Inventory and archiving management
• Monitoring the establishment’s revenue
• Budget entry and monitoring using the Elap Finance tool (payment requests, revenue receipts, refunds, legal commitments, third parties, etc.)
• Preparation and composition of the financial statement in coordination with the Regional Accounting Officer and the Accounting Assistant
• Management and monitoring of sub-occupancy contracts (payment tracking)
• Management and monitoring of salaries / taxes and contributions in conjunction with the accounting manager.

Human Resources Management (ADL and VI):

• Contracts, amendments, hiring and dismissals
• Internal regulations and procedures (preparation of memos)
• Social dialogue, monitoring and application of local labor legislation, monitoring of the functional organizational chart
• Coordination and supervision, management of schedules and leave
• Monitoring the implementation of the training plan developed by management
• Administrative management of service providers and interns

Logistics, equipment and real estate management: 

• Management of the establishment’s material matters: furniture, buildings, equipment, maintenance, security
• Management and monitoring of leases and sub-occupancy agreements (including preparation of renewal application files)
• Implementation of a purchasing and investment policy
• Supplier relations, streamlining of procurement 
• Risk management, compliance with safety instructions
• Monitoring of regular supplier contracts (insurance, security, maintenance, telephone, internet…)

Daily management of EAF activities: 

• Activity Planning
• Logistics of operations and events in coordination with the organizing services, including the regularity of agreements and contracts 

Position of the position  (hierarchical reporting line):

Direct superiors: Cooperation and cultural action advisor/director of the French Institute of Rwanda, deputy director of the French Institute of Rwanda, regional accounting officer.

Relational network: 

Team composition: 

• Administrative: Cooperation and Cultural Action Advisor, Deputy Director, Regional Accounting Officer, General Secretary, Accounting Manager, Multipurpose Agent
• Language Centre: Receptionist, Educational Project Manager, Full-time Teacher, Contract Teachers, Examinations Manager, Certification Assistants (2)
• Library: Library manager, library assistant 
• Cultural: Cultural programming and communications officer, sound and lighting technician
• Campus France office: university cooperation officer/head of the Campus France office (agent based in the Cooperation and Cultural Action Service)