Summary
Date Posted: Wednesday, October 14, 2020 , Base Salary: Not Disclosed

JOB DETAILS:
The Administration Assistant provides general administration support to ensure a smooth and efficient management of administrative activities in Rwanda and for the Great Lakes region. This includes managing travel and bookings, conducting expense claim reviews, filing and coordinating the logistics for events, preparing and initiating the procurement process for commonly used services and goods in the office (e.g. airlines, taxis, office supplies) and initiate the annual vendor selection process. .

Duties and responsibilities
Specific Duties
Office management and Reception
• Maintain the inventory of office equipment, non-expendable property, and services
• Maintain up-to-date global information on preferred vendors and consultancy rosters in coordination with other units
• Monitor stock of stationary and other office supplies, place orders and replenish as necessary
• Maintain a presence at the reception, welcome and receive visitors
• Receive and screen incoming telephone calls
• Receive and open incoming mail – including on confidential matters – copying and circulating as necessary
• Coordinate visitors’ badges and provide any other logistical assistance that may be required
• Coordinate DHL and other outgoing mail
• Maintain the office spaces organized at all times
• Assist with maintenance of records and portfolio lists as requested, maintaining up to date filing systems
• Arrange appointments and schedule meetings for various staff
• Ensure full functionality of office telephone lines. Ensure that telephone accounts are up to date and initiate payments before disconnection
• Coordinate office activities and operations to secure efficiency and compliance with organisational policies
Logistics support
• Coordinate travel logistics, including booking flights, accommodation, and airport transfers. Liaises with HR for required insurances, with finance for travel advances and DSA processing. This involves all International and regional travel
• Communicate (via email) all logistical arrangements to personnel, both regional office and partner organisations in the field
• Arrange for visas for both partners, consultants, and Rwanda office staff.
• Support Programme in the organisation of workshops including supplies and logistics.
• Oversee transportation needs of the Rwanda Office while considering cost effectiveness while ensuring authorization
• Schedule organisation calendar and update as needed
• Supporting department managers and other staff as needed
• Coordinate office premises maintenance to ensure conducive work environment,
• Any other duty as may be assigned
Procurement Support
• Ensures timely, efficient, and effective procurement of goods, services and works, in accordance with the organisation’s Procurement Policy.
• Manage the annual supplier pre-qualification exercise, including Preparation of Request for Proposal documents, receipt, opening and evaluation of quotations or proposals for goods, services or works
• Prepare and manage contracts in liaison with the Finance and Admin Manager ensuring compliance and proper authorization, in accordance with the organisation’s Procurement policies
• Ensure sound partnerships with suppliers
• Maintain files and records for all procurement processes, procurement evaluations, contracts, and Purchase orders
• Submit procurement documents, contract and LPOs for payment processing.
• Facilitate the annual procurement audit and other procurement reviews
• Facilitate for insurance coverage for all assets and equipment

Job Skills: Not Specified

Qualifications
Education
• Completion of commercial or vocational school in administration
Experience
• At least 2 years of experience in administration and logistics in a busy office environment, preferably in an international organisation
• Relevant international exposure demonstrating a capacity to work in a multicultural environment
Competencies
• Proficiency in Microsoft office
• Excellent office management skills
• Ability to work in a multicultural environment successfully and to demonstrate gender-responsive and non-discriminatory behaviour and attitudes.
• Excellent ability to interact with people respectfully and with tact
• Ability to deal with confidential information using discretion and good judgement
• Excellent verbal and written skills in English and Kinyarwanda. Knowledge of French is considered an asset
• Ability to work well under pressure and deliver within required deadlines, often in a fast-paced work environment.
• Advanced organisation and coordination skills
Interpeace Competencies
• Collaboration and Weaving
• Communication
• Drive for results
• Adaptability and Continuous Learning
• Respect for Diversity

Job Education Requirements: Not Specified

Job Experience Requirements: Not Specified

Work Hours: 8

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Job application procedure
The gross annual salary (before taxes) ranges from USD 11,856 to USD 12,312 (salary commensurate with experience and internal salary grid). Other benefits are provided. Qualified and interested candidates are invited to submit a complete curriculum vitae and a letter of interest to recruitment@interpeace.org  no later than 31 October 2020.

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