Administrative Coordinator
Rwanda-Kigali
The Administrative Coordinator will provide administrative support in the areas of procurement, workshops, logistics, travel, office management, and scheduling to two USG-funded projects implemented by Management Sciences for Health in Rwanda.
The Administrative Coordinator will support the CDC-funded NPHI Capacity Building Program and the USAID-funded Medicines, Technologies, and Pharmaceutical Services (MTAPS) Project. He/she will report to the Finance Manager and provide assistance with procurement of goods and services, planning and logistics for workshops, coordination with government and non-governmental local partners, and other administrative support required by the Finance Manager, NPHI Country Coordinator, MTaPS Country Project Director or other MSH staff as needed.\
The Administrative Coordinator may also support in preparation of activity plans and budgets, coordination of travel logistics, note taking and scheduling of meetings, preparation of meeting and workshop materials, and office supply management.
MAIN DUTIES AND RESPONSIBILITIES
QUALIFICATION
Education :
- Bachelor’s degree in business administration or related field.
Experience :
Required:
- Minimum 2 years of relevant experience in an administrative position.
- Experience in administrative work of supporting an international team.
- Proficiency in Microsoft Office programs, especially in Word and Excel spreadsheets, Google Docs, Google Sheets, Google drive.
Preferred:
- Experience with the Rwandan public health sector and familiarity with USAID or CDC funded projects.
Competencies and skills :
Physical demands: Travel within Rwanda required up to 25% time. Keyboard use, pulling drawers, lifting papers < 5 kg
- Provide administrative support to the Finance Manager and Country Coordinator to ensure smooth and efficient office operations.
- Provide office management and support functions such as desk coverage, receiving and making calls, accepting, and signing for deliveries, etc.
- Support arrangement for ground transport. Assist with travel logistics for staff and consultants. Liaise with transport vendors as needed.
- Request and compile quotations and cost estimates for local procurement in coordination with MSH Kenya office, Finance Manager and Country Coordinator.
- Coordinate logistics for all workshops, conferences, and meetings, including identifying and reserving conference/workshop venues, determining catering needs, preparing conference/workshop materials, distribution, and management of invitations, assisting with arranging for the travel, lodging, and registration of participants, consolidating conference/ workshop evaluation results and maintaining any necessary records in accordance with MSH policy.
- Search and provide information on transportation schedule; compile the best routes, considering staff requirements.
- Screen and book hotels in-country for local and international staff and consultants.
- Provide communications and administrative support to country staff and consultants. Prepare correspondence and communicate on behalf of staff and consultants as required.
- Schedule internal and external meetings and appointments. Attend meetings and take notes as requested. Circulate agenda prior to meetings when requested.
- Process all incoming and outgoing mail and manage courier and transportation service.
- Manage the main operations (receipt & issue) of the stationery and office supply stores and inventory of office items and ensure proper use.
- Bachelor’s degree in business administration or related field.
- Minimum 2 years of relevant experience in an administrative position.
- Experience in administrative work of supporting an international team.
- Proficiency in Microsoft Office programs, especially in Word and Excel spreadsheets, Google Docs, Google Sheets, Google drive.
- Experience with the Rwandan public health sector and familiarity with USAID or CDC funded projects.
- Functional competencies: Detail-oriented with excellent interpersonal skills and ability to work in a team. Demonstrated organization, planning, time-management, and problem-solving skills. Ability to work independently, prioritize tasks, and to take initiative. Demonstrated customer service excellence.
- Ensuring delivery of results: client focus, managing and measuring work, information sharing, priority setting, and problem-solving.
- Core personal competencies: ethics and values, integrity and trust, sound judgment, ability to work in a team-oriented environment; excellent listening, oral and written communication skills.
- Core MSH competencies: adaptability, communication, problem-solving, creativity and innovation, timeliness of work, quality of work and team relationships, resource utilization.
- Fluency in English including reading, writing, and speaking skills.
- Basic procurement knowledge/skills required.
- Basic accounting knowledge/skills preferred.
MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender or gender identity, religion, creed, citizenship, national origin, age, veteran status, or disability unrelated to job requirements. MSH will take affirmative action to ensure that qualified applicants are employed and that employees are treated without regard to their race, age, color, religion, sex, sexual orientation, gender identity, national origin, veteran, and disability status. In compliance with U.S. Department of Labor Executive Order 11246, Section 503 of the Rehabilitation Act, and Section 4212 of the Vietnam Era Readjustment Assistance Act, MSH has developed and maintains an affirmative action program and plan.
How to apply
Candidates should submit a CV and a cover letter detailing their interest and aptitude for this position by the link:https://msh.wd1.myworkdayjobs.com/en-US/External/job/Rwanda-Kigali/Administrative-Coordinator_R1397
The deadline: 02nd December 2021
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