Administrative Assistant and Receptionist– Rwanda – Ibitabo Hose Ku bana Bose
Position system title: Administrative Assistant
Position Location: Kigali, Rwanda
Project Name: Ibitabo Hose Ku bana Bose
Anticipated Start Date: Immediately
EDUCATION DEVELOPMENT CENTER (EDC)
Education Development Center (EDC) is a global nonprofit that advances lasting solutions to improve education, promote health, and expand economic opportunity, with a focus on vulnerable and under-served populations. Since 1958, we have been a leader in designing, implementing, and evaluating powerful and innovative programs in more than 80 countries around the world.
EDC promotes equity and access to high quality education and health services and products that contribute to thriving communities where people from diverse backgrounds learn, live, and work together. We support an inclusive workplace culture that embraces many perspectives and broadens our understanding of the communities we serve, enhancing and enriching our work.
EDC is committed to equity, diversity, and inclusion in the workplace.
We are looking for candidates who share EDC’s commitment and understand the importance of cultural responsiveness in today’s context.
Project Description
The primary purpose of the 3-year, USAID-funded Ibitabo Hose Ku bana Bose (IHKB) Project is to strengthen the market system for teaching and learning materials and increase the quantity, quality, affordability, and accessibility of books and other reading materials (physical and digital) in schools, homes, and communities, contributing to improved reading outcomes.
Position Description
The Admin Assistant and Receptionist will provide full administration and operations support to EDC by working closely with the Human Resources and Operations Specialist and with the Finance and Administration Manager in accordance with the set standards and procedures for EDC projects in Rwanda. This position reports to the Human Resources and Operations Specialist. This position is located in Kigali.
Essential functions include [but are not limited to]:
Reception:
- Manage the Reception desk and switchboard;
- Receive, dispatch and file all official correspondence
- Welcome and direct visitors to the appropriate employees or appropriate meeting rooms within the organization
- Collect and arrange couriers
- Maintain general tidiness of the reception (outdoor and indoor reception areas) and meeting spaces
Administration and Operations:
- Provide full administration support to the team and departments.
- Make available all administration templates to project staff
- Assist the COP in managing meeting schedules: setting and following up on appointments with external stakeholders; schedule appointments and maintain and update appointment calendars.
- Maintain records and filing of all correspondence;
- Support logistical arrangements for international visits of EDC staff and other guests; this includes booking of accommodations, flights and ensure airport pick-up and drop off.
- Provide administrative support to the senior staff including EDC Chief of Party and leadership team.
- Ensure all project assets are properly labeled as per EDC and donor requirements
- Assist the Finance and Administration Manager to periodically reconcile physical stock against book records of office supplies & stationary;
- Manage and maintain petty cash and produce petty cash reports;
- Assist the Finance and Administration team in updating inventory of project assets.
- Write correspondence as relevant.
- Provide logistical support to meetings held in the meeting room(s), this includes arrangements for catering provisions.
- Management of administrative forms and templates.
- Maintaining general tidiness of conference/meeting rooms and their booking register.
- Work closely with the Operations team to provide support as required
- Interact with senior management on issues related to visitors’ transportation and logistics.
Human Resources
- Support the HR/Operations Specialist to maintain HR record keeping system such as staff vacation plans and use as per EDC policy;
- Support the HR/Operations Specialist in implementation of time and attendance policy by project staff as per EDC internal rules;
- Support the HR/Operations Specialist in collection of staff timesheets regularly and review timesheets for accuracy;
- Perform any other duties as may be requested by the supervisor.
Organizational Relationship
- Supervisor: Human Resources and Operations Specialist and liaise with Finance and Admin Manager and Leadership on day-to-day basis.
The candidate for the position of Administrative Assistant shall have at a minimum the following qualifications:
Education:
Secondary Education or Vocational Training required.
(Clerical) Secondary education and 1 to 2 years of experience required OR (Non-Clerical) Vocational training.
Skills and Experience:
- At least 1 years’ experience in a similar position
- Should have professional demeanor
- Excellent English skills (oral and written)
- Ability to demonstrate highest degree of confidentiality
- Strong organizational and interpersonal skills and ability to work in a team-oriented setting
- Working knowledge of standard office equipment, fax, scanner and photocopier
- Demonstrated experience using Microsoft Office Suite applications including Excel, Word, and Power Point preferred. Computer literacy is required
- Must be able to work within a cross cultural setting, negotiate diplomatically, and function well under pressure
Language:
Fluency in English is required.
Application Instructions:
Job closing date: July 17, 2023
To apply, applicants are required to apply via SmartRecruiters: https://smrtr.io/fLkYQ
Due to the volume of applications submitted, only finalists will be notified. No phone calls, please.
EDC is committed to enhancing the diversity of its workforce and ensuring an equitable and highly inclusive work environment. EDC is a smoke-free workplace, and offers a supportive work environment, competitive salary, and excellent benefits. Women, minorities, and individuals with disabilities are encouraged to apply.
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