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Rwanda: Administration Assistant

NGO/UN Job Vacancy

Organization: Education Development Trust
Country: Rwanda
Closing date: 27 Jun 2017

Job purpose:

The post holder is responsible for executing administrative tasks and providing administrative support to staff and related projects in line with organisational policies and business processes.

She/he ensures that the administrative systems are functioning effectively, efficiently and in a user-friendly manner in support of smooth implementation of the project office and its field staff

• Manage reception activities such as answering and directing calls, receiving visitors,
• Oversee car parking requirement, and administering ad hoc requests from users;
• Sorting and processing of incoming and outgoing post and receipt of goods and issuance of Goods Received Notes as required;
• In cooperation with Finance Team, maintain an effective asset register process by creating and maintaining the office inventory and schedule the quarterly inventory and report any losses;
• Oversees and ensures proper maintenance and functioning of office equipment and furniture
• Reviews accuracy of bills and ensures the bills are paid on time
• Responsible for maintaining an accurate inventory of office supplies to include stationery and Consumables.
• Responsible for all travel and accommodation arrangements for staff members and/or visitors·
• Responsible for creating, managing maintaining appropriate and up to date filing system of the programs, motor vehicles, stock/inventory
• Procure staff Identity Cards, and business card issues.
• Schedules and support activities such as meetings, arranging travel logistics for local and overseas travel, conferences/workshops, venue and resources for such activities.
• Take notes and prepares agendas, notices, minutes and resolutions for internal/external meetings, workshops, staff meetings and distribute to appropriate staff

Person specification:
• Bachelor degree in Business Administration, Public Administration or any other relevant discipline;
• Excellent written and Oral English Language skills
• Evidence of competence with IT and related software packages particularly Word and Excel

• At least 3-5 years’ experience administrative experience; with a strong customer focus;
• Experience of working in office or other work environment that involves managing logistics and reports;
• Experience overseeing a corporate switchboard – keeping the data within it up to date;

How to apply:

Application is through the website only, kindly follow the link below for more details