Senior Administrative Assistant, Rwanda. (Open to Rwandan Nationals Only) 

Description

Position Summary

The Senior Administrative Assistant will provide administrative and programmatic 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, supporting procurement, overseeing inventory, providing logistical support for workshops, and managing 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 e.g., on Box
• Work closely and effectively with the Country Director and program manager to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Facilitate meeting/conference set-up, programs, and program participants including taking minutes , procurement, and other logistic processes
• Draft general and confidential correspondence and reports, as required
• Ensure efficient management of staff logistics -Organize travel arrangements for staff and guests including hotel bookings, airport, and other transfers, visas, licenses, and travel documents
• Research, prioritize, and follow up on incoming issues and concerns addressed to the Executive team including those of a sensitive or confidential nature.
• Facilitate documents for 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
• Under guidance from Finance and administration officer, coordinate insurance renewals for AWF vehicles, property, and staff.
• Regular asset inventory management and provide report and schedule needed maintenance.
• Work closely with Finance and Administration Officer to follow up orders placed with vendors/ suppliers to ensure timely delivery and settlement of payments
• Monitor and coordinate delivery of items from suppliers and make sure goods and requested goods and services have been delivered and ensure verification before making payments.
• Assist in Asset Inventory management this include recording new AWF Rwanda country office assets bought, tagging new assets.
• Assist in raising purchase requisitions in the Account Portal.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of project reports to the Program Managers, and/or Country Directors.
• Coordinate information flow and track assigned project activities with relevant staff and share information on project related matters.
• Support in preparation of requisitions, contracts, and any supporting documentation for approval to enable the timely purchase of goods and services.
• Support the fleet management ensuring adherence to the vehicle policy.
• Work with the accounting and IT and Infrastructure teams to ensure that assets are entered and maintained in the Serenic accounting system or as per prescribed format.
• Filing for all departments should be organized, accessible, and maintained in such a way that balances cost and space considerations.
• Maintain and update AWF’s master list 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 5 years of relevant, demonstrated experience in office administration including at least three years working in International NGOs
• 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
• Expert 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