Vacancy title:
Administrative Assistant (Grants)
Employment type: Full time, Industry: Education, and Training, Category: Admin & Office, Business Operations, Accounting & Finance
Jobs at:
University of Global Health Equity (UGHE)
Deadline of this Job:
Monday, November 30 2026
Duty Station:
Kigali, Rwanda | Kigali
Summary
Date Posted: Tuesday, November 3 2026, Base Salary: Not Disclosed
JOB DETAILS:
University of Global Health Equity is a health sciences university in Rwanda. An initiative of Partners In Health, UGHE is a private, not-for-profit, accredited institution
Reports To
Head of Grants
Location
Kigali, Rwanda with occasional travel as required.
Position Type
Full-time, fixed-term, three years
Direct Reports
None
Key Working Relationships
guide Gates Foundation Partnerships; Administrative Assistant (Grant), Senior Advisor and Project Coordinator; Head of Grants; Finance and Grants Management; ANA, ANN and Jhpiego
Background
With assist from the Gates Foundation, UGHE is expected to serve as the primary grant recipient and institutional steward for investments supporting the African Neonatal Association (ANA), the African Neonatal Network (ANN), and government-led neonatal respiratory care investment roadmaps implemented with Jhpiego. UGHE will administer grants and subawards, oversee financial and programmatic accountability, and report progress and results to the Foundation. With the increasing number of Gates Foundation investments, moving towards a single account and oversight guide is needed.
Purpose of the Job
The Administrative Assistant (Grants) will deliver administrative documentation, coordination and operational assist to the investments through the grant’s life cycle.
The Administrative Assistant (Grants) will assist the effective administration of grants by maintaining accurate records, coordinating communication and meetings, tracking deadlines and deliverables, organizing grant documentation, and facilitating timely follow-up on administrative and reporting requirements.
The role contributes to efficient grant administration, compliance with UGHE policies and donor requirements, and effective collaboration among the Grants Management team, finance, program teams, and external funding partners.
The Administrative Assistant (Grants) will report to the Head of Grants.
Key Responsibilities
a. General Administration
- deliver day-to-day administrative assist to the project activities implantation.
- organize meetings, appointments, workshops, training sessions, and other project-related activities.
- produce meeting agendas, take minutes, keep attendance records, and follow up on action points.
- organize travel arrangements, logistics, and related documentation for grants staff and project activities.
- produce routine correspondence, memos, presentations, and other administrative documents.
- Other duties as assigned.
b. Grants Documentation and Records Management
- Follow up with project teams, Finance, Procurement, Human Resources, and other relevant departments to obtain required information and documentation.
- help with compiling financial and programmatic information required for internal monitoring and donor reporting.
c. Communication and Stakeholders Coordination
- keep contact lists and stakeholder directories for donor and implementing partners.
- help with compiling grants close out files and assist the coordination of the final evaluate meetings.
Qualifications, Knowledge, and Skills
a. Academic qualifications
A bachelor’s degree in business administration, Accounting, Finance or related field.
b. Experience
At least one year of relevant experience in administrative assist, project administration, grants administration, or related field.
Experience working with a university, research institution, NGO, or donor-funded organization is an advantage.
c. Technical competencies
- Demonstrated strength in relevant computer software including Excel, Word, and PowerPoint.
- Fluency in English is required, proficiency in Kinyarwanda is preferred.
- Superior attention to detail and adaptability to rapidly changing work environments.
- Commitment to Global Health Equity and Social Justice.
d. Behavioral competencies
- Demonstrated competence in assessing priorities and managing a variety of activities in a time-sensitive environment.
- Ability to make decisions based on data findings.
- Exemplars interpersonal skills.
- Ability to work in a fast-paced, start-up environment leading to new initiatives.
- Flexibility and adaptability.
- Ability to effectively collaborate with culturally diverse staff across departments and countries.
- Exemplary written and oral communication skills.
- Demonstrated tactical thinking and analytical skills.
- Good judgment and creative problem-solving.
- Possess diplomatic instincts, the ability to gracefully and humbly work within challenging professional contexts requiring tact and judgment.
Work Hours: 8
Experience in Months: 12
Level of Education: bachelor degree
Job application procedure
Applicants should deliver: (1) curriculum vitae, (2) degree, (3) a cover letter describing your interest in UGHE and relevant experience. Please upload these under the ‘Additional Files’ tab on the application page.
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