Summary
Date Posted: Friday, November 10 2023, Base Salary: Not Disclosed

JOB DETAILS:
6. JOB PURPOSE
The Administrative and Financial Assistant supports the CAF in the administrative and finance management of the office
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7. DUTIES AND MAIN TASKS
Administrative and Financial Tasks:
• Provide administrative and financial support.
• Assist the CAF in financial management and accounting, including monitoring office expenses and making proposals for rationalizing expenses.
• Verify invoices and prepare corresponding payments vouchers (transfers, checks, cash).
• Prepare mission expenses and perdiems.
• Ensure end of month reconciliations, including collecting and analyzing account information and reconciling discrepancies.
• Perform and/or supervise accounting entries in the corresponding module.
• Handle the declaration and recovery of VAT refunds from RRA.
• Manage the filing and archiving of financial and accounting documents.
• Oversee petty cash, checking expenses, transactions, and reconciliation regularly.
Managing office/computer equipment:
• Maintain and ensure the good condition of office equipment (computers, printers, photocopiers, internet network, etc.).
• Record the handover/transfers of LuxDev equipment to third parties.
• Ensure meeting rooms are adequately equipped and well maintained.
• Conduct equipment inventory.
• Supervise regular IT backups and software installations, assisting users in using basic office tools (Word, Excel, PowerPoint, etc.).
Managing external contacts:
• Receive visitors and introduce them to the Resident Representative (RR) if appropriate.
• Managing telephone calls through the central office, take messages, and report.
Managing mail, filing and archiving:
• Handle incoming and outgoing mail as stipulated in the upcoming ROF manual through the Alpha-Base.
• Send and receive express mails and forward them to the concerned persons.
• Prepare, translate letters and notes from the office/RR and disseminate.
• File and archive documents (soft and hard) according to the system in force.
• Manage and follow up express mailings (DHL), post office parcels and mails.
Carry out drafting and editing work:
• Proofread, format and edit reports according to LuxDev instructions and model (quarterly, progress, mission, closure, technical and financial document, operational partnership agreements, etc.).
• Research and layout of documentation (photos, annexes, tables, budgets, etc.).
• Duplicate and distribute reports as described above.
• Translation of documents.
• Taking minutes of meetings (including committees).
Ensure the administrative management of the office:
• Make inventories and forward them to the financial department for updating.
• Managing all office supplies including consumables for cafeteria, cleaning, and general office supplies.
• Monitor stocks of all office supplies using inventory cards.
• Managing the cleaning service to maintain the cleanliness of the premises.
• Maintain the leave register for the ROF and the Chief Technical Advisers (CTA).
• Maintain the register of receipt of monthly and timesheet reports from CTA.
• Manage the office’s direct suppliers, request quotations and prepare purchase orders, manage the supplier list.
• Follow up the office’s administrative files, including relations with the relevant national authorities.
Provide secretarial support to the RR:
• Collect e-mails in the absence of the RR.
• Informing the RR during his missions according to the importance and urgency of calls, mail and e-mails.
Organise missions and workshops:
• Organize missions (internal and external): including air tickets, hotel reservations, meetings schedule, etc.
• Update the supplier list and negotiate preferential rates (hotels, travel agencies, etc.).
• Create mission sheets based on the RR and/or CAF instructions.
• Support the organization of workshops and other events promoted by the office.
Supervise the drivers:
• Managing the scheduling and allocation of vehicles for staff of office use, ensuring vehicles are properly maintained and serviced.
• Overseeing the activities of drivers, ensuring they adhere to safety regulations and company policies.
• Maintain records related to vehicle usage, fuel, consumption, maintenance, and repairs.
• Monitor and managing expenses related to vehicles, such as fuel costs, maintenance, and repairs.
• Assist in planning and optimizing driving routes to save time and fuel.
• Facilitate communication between drivers and staff members to ensure timely and efficient transportation.

Carry out any other task entrusted by the RR and CAF in relation to his/her function and skills.
8. COMMUNICATIONS
In-house contacts:
• Has daily contact with the RR, CAF and other members of the office.
• Has daily contact with drivers.
• Has occasional contact with members of HQ.
• Has regular contact with the CTAs.
External contacts:
• Has frequent contact with visitors.
• Has occasional contact with suppliers/vendors.
• Has occasional contact with local public administrations.
9. COMPETENCY PROFILE
9.1 Specific professional competencies
9.2 Generic professional competencies
9.4 Education and/or Experience
Two years of higher education in secretarial or administrative / finance management.
Minimum five (5) years’ experience in a similar position.

Education Requirement: No Requirements

Job Experience: No Requirements

Work Hours: 8

Experience in Months:

Level of Education:

Job application procedure
• Interested candidates should send their application not later than 25th November 2023 at 11:59 pm via patricia@rightseat.rw  and gedeon@rightseat.rw .


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