Summary
Date Posted: Tuesday, August 15 2023, Base Salary: Not Disclosed

JOB DETAILS:
Main Duties and Responsibilities
As a member of the Program Implementation Team’s Office, the Administrative Secretary will assist the Program PI and Director and other Program Implementation Team members in the daily running of the office operations through executing administrative activities that help to deliver to the program goal.

The following tasks are expected to be executed:
• Provide assistance for office daily management. This includes, but not limited to:
Organize the filing system of the program: proper archive of program files, maintain databases of correspondences;
Provide assistance for office communications/exchanges through receiving incoming documents to the program and expediting outgoing documents from the program;
Provide assistance in preparation and drafting letters to stakeholders and other documents that are relevant to the running of the program;
Provide customer care services to the program stakeholders through receiving
visitors, orienting visitors and addressing general inquiries in relation to the program services;
• Provide assistance in the organization of program events and meeting. This includes, but not limited to:
Assisting in the requisition of services and supply needed for events and meeting;
Assisting in the preparation of documents and materials related to the organization of events and meeting;
Assisting in minutes taking for meetings and documentation of events;
• Provide assistance to the program activities related to scholars’ recruitment and engagement. This includes, but not limited to:
Assisting in scholars’ recruitment process and induction activities;
Assisting in the development and distribution of tools for scholars’ information
collection;
Assisting in keeping track and records for scholars engagement activities and their associated administrative arrangements;
• Perform any other related tasks as may be assigned by the Program PI and Director.
• Competencies, qualifications, and skills (Compulsory (C), Desirable (D), or Added Advantage (A) in work performance and results)

Candidates should possess the following qualifications and demonstrate the following Competencies, values and skills
1. Bachelor’s degree in Business Administration, Arts and Publishing or Education
2. Minimum of 5 years of work experience in providing administrative services.
3. Experience in working for donor-funded projects.
4. Fluency in Microsoft Word, Excel, PowerPoint and Google Drive.
5. Excellent interpersonal skills including the ability to interact professionally with culturally diverse clients.
6. Advanced organizational skills and capacity to handle multiple assignments and meet deadlines with attention to detail and quality.
7. Ability to promote and enforce ethics and integrity and create precedence in good practice.
8. Self-development, ability to take initiative, adopt a corporate approach to complex situations.
9. Ability to creates and promote an enabling environment for open communication.
10. Ability to work independently, prioritize tasks and take initiative.
11. Be able to adapt to changing circumstances and handling diverse range of complex situation.
12. Excellent inter personal and team work skills and ability to deliver successfully within tight deadlines
13. Demonstrated maturity and sound judgment
14. High level of flexibility, adaptive capacity and ability to initiate innovations
15. Excellent oral and written communication in English and working knowledge in other languages used in Rwanda.

Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

Job application procedure
Interested candidates should send their application files to spiurecruitment@gmail.com  with a copy to mcfsp.ur@gmail.com  the subject of the application e-mail should be containing your name and the position applied for. To confirm the application, candidates should also fill the form available through this link: https://forms.gle/eL993gnMwpYbso2W7 
The application file must be a single PDF file and should contain the following items:
- Application letter Addressed to the SPIU Coordinator
- A Detailed Curriculum Vitae
- Copy of National ID or Passport
- Copies of Academic degree certificates
- Copy of any other relevant certificates acquired.
- Proof of relevant experience described in the CV.
- At least one recommendation letter from previous employment.
The deadline for submission of the application is set on 21st August 2023. Only shortlisted candidates will be invited to sit for the written test.

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