Administrative Assistant Job at TechnoServe – Career Opportunity in Rwanda


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Vacancy title:
Administrative Assistant

[ Type: FULL TIME , Industry: Nonprofit, and NGO , Category: Admin & Office ]

Jobs at:

TechnoServe

Deadline of this Job:
26 May 2021  

Duty Station:
Within Rwanda , Kigali , East Africa

Summary
Date Posted: Wednesday, May 12, 2021 , Base Salary: Not Disclosed


JOB DETAILS:
Position Description
The position is responsible for providing administrative support to ensure that TechnoServe office’s operations are delivered in an effective and efficient manner.

Duties and Responsibilities
Administrative Support:
• Prepare documents and assist the Country Programs Manager to keep an accurate and organized filing system
• Assist the Country Programs Manager in organizing in-house and external meetings
• Produce documents, minutes, memos, letters and presentations, as requested
• Prepare the Country Programs Manager’s expenses and travel advance requests/authorizations
• Support travel arrangements for the Country Programs Manager
• Coordinate all travel arrangements, hotel bookings for the office and manage TechnoServe’s expatriates and consultant house and needs are taken care of.
• Manage front office which will include; answering phone calls, direct calls, respond to inquiries.
• Maintain official TechnoServe correspondence filing as well as Rwanda (INC) filing system and inventory.
• Coordinate, organize and maintain Rwanda (INC) diaries and making appointments.
• Communicate and attend Rwanda (INC) team meetings where s/he shall be taking minutes.
• Ensure Rwanda (INC) publicity materials, cameras, projectors and other working tools are well kept and maintained after use.
• Guide external individuals (vendors, visitors and applicants) around TechnoServe offices

Front desk Activities
• Handle incoming telephone calls and visitors; screen and redirect where appropriate
• Assist in photocopying, faxing and filling
• Maintain inventory of office supplies and re-order when required
• Assure the confidentiality of dispatches delivered or received and that all such dispatches are recorded correctly
• Receive deliveries, ensure that items are checked and quantities confirmed as needed under the direction of the supervisor

Financial and Procurement support
• Coordinate procurement of Rwanda Ikawa Nziza Cyane (INC) training materials and TechnoServe’s office stationaries.
• Ensure the accuracy of all the documents/invoices to be paid and make sure that invoices represent the correct and reasonable program fund codes to charge.
• Support the financial team in ensuring financial documentation is recorded and organized.
• Ensure that all the contracts with vendors are in place and are renewed on time with regular reminders to finance team for payment due dates.
• Maintain up-to-date accurate asset register for Rwanda (INC).

Office and Staff
• Coordinate office maintenance and repair work
• Arrange for the repair and maintenance of office equipment as directed
• Ensure a clean and presentable office environment
• Supervise the office assistant and cleaning team to ensure their work is done on time
• Ensure that standard office refreshments, teas, the water dispenser and other refreshments as may be required from time to time are available for the entire office
• Ensure TechnoServe vehicles, fuel and driver administration is handled in a professional manner.

Required skills and experience
• Degree in administration or related field with minimum of 3-5 years of experience in an administrative role and Procurement portfolio
• Verbal and written communication skill that is clear and concise in both English and Kinyarwanda.
• High level, of organization, efficiency and speed.
• Strong interpersonal and cross cultural skill.
• Ability to manage multiple tasks for different individuals in the office.
• Excellent interpersonal, oral and written communication skills.
• Experience in data input and analysis, report writing and communications.
• Computer literacy in MS Excel, MS Word and Power Point in recommended.
• Ability to travel to remote rural locations in Rwanda for project support.

Success Factors:
Competency is a combination of knowledge, skills and abilities (KSAs) directly related to successful performance on the job.

Core Competencies include:
Integrity and honesty : Is widely trusted; seen as a direct, truthful individual; presents truthful information in an appropriate and helpful manner; keeps confidences; admits mistakes; does not misrepresent himself or herself for personal gain.
Team Work / Relationships : Works co-operatively and flexibly with other members of the team with a full understanding of the role to be played as a team member and/or leader, to achieve a common goal. Ability to build and maintain effective relationships and networks.
Learning attitude : Proactively takes advantage of opportunities to learn. Actively identifies new areas for learning; applies and shares new knowledge and skill appropriately.
Diversity / Inclusiveness : Demonstrates an understanding and appreciation for diversity and supports diversity efforts. Interacts effectively with and inclusively with people of all races, cultures, ethnicities, backgrounds, religions, ages, and genders.
Communication : Expresses ideas effectively in individual and group situations. Listens effectively; shares information, ideas and arguments; adjusts terminology, language and communication modes to the needs of the audience; ensures accurate understanding; acts in a way that facilitates open exchange of ideas and information; uses appropriate non-verbal communication.
Decision making / Problem Solving : Is able to analyze situations, diagnose problems, identify the key issues, establish and evaluate alternative courses of action and produce a logical, practical and acceptable solution. Is able to make effective decisions on a day-to-day basis, taking ownership of decisions, demonstrating sound judgement in escalating issues where necessary.
Results Oriented/ High Quality Deliverables : Stays focused on the efforts necessary to achieve quality results consistent with programmatic or departmental goals. Demonstrates the ability to achieve effective results; works persistently to overcome obstacles to goal achievement. Accomplishes tasks by considering all areas involved, no matter how small; showing concern for all aspects of the job; accurately checking processes and tasks.
Planning & Time Management : Establishes a course of action for self and/or others to accomplish a specific goal. Effectively plans, schedules, prioritizes and controls activities; identifies, integrates and orchestrates resources (people, material, information, budget, and/or time) to accomplish goals. Prioritizes work according to the program or department’s goals, not just own job responsibilities; manages own time effectively.
Business Acumen : The ability to use information, ask the right questions and take decisions that make an impact on the overall business performance.

Job Specific/Technical Competencies include:
Computer Literacy : Demonstrates knowledge and ability to use specific computer programs or applications for own functional area. Has the ability to improve performance by integrating new and existing technology into the workplace.
Innovative Mindset : Curious inquiries, asks questions and seeks out information from multiple sources, learns from mistakes, sees change as an opportunity.
Internal Client Focus : Client Focus is based on the ability to understand the client’s needs and concerns in the short to long-term and to provide sound recommendations and/or solutions.
Compliance &</strong> Governance : Compliance with and knowledge of company policies, applicable legislation, grant requirements, donor contracts, the local labor code and tax laws.

Work Hours: 8


Experience in Months: 36

Level of Education:
Associate Degree

 

Job application procedure
Interested candidates should send an application letter plus updated Curriculum Vitae in English, including 3 names of professional referees through: https://recruiting.ultipro.com/TEC1006TESER/JobBoard/18180d88-ced0-4361-bd09-d5eef66dab24/OpportunityDetail?opportunityId=54d1a5bf-b03f-491a-8a2d-0486132570a8  Deadline for receiving applications is 26 May 2021 at 5:00PM