Summary
Date Posted: Friday, June 02 2023, Base Salary: Not Disclosed

JOB DETAILS:

JOB SUMMARY:
The Administrative Assistant is the face of the organization; this person is the first point of contact with customers, presenting a warm, professional, caring attitude; while interacting with both external and internal customers, to promote the image of the organization. In addition to front desk management, she/he will also provide logistical support and support procurement process.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
Front desk management
• Receive incoming calls and visitors as appropriate and directs them to the relevant offices.
• Provide requested information and take messages appropriately.
• Make copies of all correspondence and other documents.
• Schedule appointments and cancel meetings and appointments as requested in a timely manner to ensure effective communication between the office and other stake holders for mutual understanding.
• Create and maintain filing system of records and documents in an organized and retrievable manner according to AHF guidelines.
• Keep a calendar of key organizational events and keeps track of them with relevant officers.
• Ensure that the office and reception/waiting area is clean, kept clear of clutter and trash.
• Management of office petty cash.
• Assist in the maintenance of all office equipment and report any malfunction.
• Maintain key box and liaise with Operation manager, security officers/guards on duty.

Support the Procurement process.
• Participate in sourcing quotations from different vendors as may be required.
• Support procurement committee in drafting bid analysis and required documentation.
• Receive and verify all admin goods delivered to the office.
• Follow the company's procurement policies and procedures.

Logistics and support fleet management
• Coordinate travel arrangements as required.
• Monitor organization vehicle logbooks.
• Supervise drivers and cleaners on daily basis.
• Maintain office supplies inventory by checking office stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Perform any other duties as may be requested.
• Supervises drivers and cleaners.

EDUCATION AND EXPERIENCE:
• Bachelor’s degree in administration, business, management, or finance obtained from a reputable institution.
• Training in Office Management is an added advantage.
• A minimum of 3 years’ experience in business administration.
• Good interpersonal, organizational, and written / verbal communication skills, including in cross-cultural settings.
• Ability to work effectively under pressure.
• Having Some IT skills is an added value.
• Ability to work effectively in a team-oriented environment.
• Ability to set priorities and plan for the successful implementation of programs.
• Ability to work with minimum supervision, team player with drive and initiative.
• Computer literacy required.
• Effective problem-solving skills
• Fluent in Kinyarwanda and English. Knowing French is an added value.

SKILLS:
Multi-tasking, flexibility, telephone etiquette, customer care/service, time management, high level of organization, attention to detail, scheduling, knowledge of Microsoft office applications, professionalism and maintaining a quality focus.

Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure
Submission of applications – to include 1 page Cover letter, an updated CV, academic documents and names and contacts of three professional referees – should be submitted via email to globalhr.africa@ahf.org  with clearly indicated in the subject line ‘Rwanda Administrative Assistant’.  

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