FH ASSOCIATION RWANDA (Food for the Hungry)
PO BOX 911 Kigali, Rwanda
VACANCY ANNOUNCEMENT
ADMINISTRATIVE ASSISTANT
ABOUT FH
FH Association (Food for the Hungry) is an International Christian, Relief and Development organization with a vision “All forms of Poverty ended worldwide” and a mission; “Together we follow God’s call responding to human suffering and graduating communities from extreme poverty”. FH Rwanda operates in Kamonyi, Ruhango, Muhanga, Gatsibo, Nyagatare, Ngororero and Karongi districts. Our Head Office is located at Umuyenzi Plazza, 2nd Floor, Kisimenti – Remera.
FH Culture
All we do, and how we do it, seek to promote God’s beauty, goodness, and truth in a broken world. As such, we are defined by our ability to make people’s lives measurably better; our ability to deliver impact is the measure of our collective success. For we know that we are God’s handiwork, created in Christ Jesus to do good works, which God has already prepared in advance for us to do. At Food for the Hungry, we operate under a set of values called Heartbeat Values.
We are seeking to hire a national qualified, dedicated and experienced “ADMINISTRATIVE ASSISTANT” to be based at Head Office, Kigali. The jobholder reports to the Human Resources and Administration Officer.
SUMMARY OF THE POSITION
The Administrative Assistant will execute reception and administrative duties and keep the professional image of FH Rwanda and an effective communication with visitors, partners and other stakeholders.
MAIN KEY RESULTS
Executing reception duties and providing secretarial services
- Register incoming and outgoing correspondence and maintain reference number system.
- Receive visitors to the office in a professional manner and direct them to the appropriate persons, answer telephone calls and take messages.
- Effectively and efficiently, communicate with all partners including Government officials, other International NGOs, Donors, Churches and Local Organizations.
- Prepare invitation letters, scan and send them to the FH visitors in a timely manner.
- Ensure that the monthly prayer devotion calendar for the Head Office is printed and posted/emailed to Head Office staff.
- Assist the office with photocopy and secretarial tasks as needed.
- Arranging appointments and forwarding communication to concerned staff for action.
- Develop and maintain an accurate filing system.
- Ensure that the reception area and the office equipment are clean
- To be courteous and respectful to all staff, visitors and all FH partners.
- Responsible for safe keeping of all the hard files as well as back up of electronic files and other records related to his/her work.
- Show a positive attitude that contributes to a good working atmosphere in the office.
Handling administrative and logistical duties
- Arrange accommodation and travel for visitors, sponsors or donors visiting the FH Rwanda Office as needed.
- Ensure that (postal) packages are correctly addressed and sent out to the correct destinations by either post, DHL, Fedex or other means.
- Prepare purchase requisitions, payment authorization requests for office supplies and other needs as required
- Perform other duties as may be assigned by the supervisor.
Offer support to staff
- Provide support to the different departments as time allows it.
- Provide additional services, as required, to contribute to the overall effectiveness and efficiency of the office operations.
JOB REQUIREMENTS
- Bachelor’ degree in Secretariat, Business Administration, Communication or related fields
- At least three (3) years of relevant work experience in a similar position in an International NGO setting.
- Additional training in secretarial service, Administration or related field is an advantage.
- Fluency in written and spoken Kinyarwanda and English. Working knowledge of French would be an added advantage.
OTHER ESSENTIAL REQUIREMENTS
- Vibrant personal relationship with Christ.
- People skills: warmth with people, conversational, able to relate to and be in continual interaction and communication with people.
- Ability and willingness to learn and work with a high degree of motivation and adaptability
- Effective verbal and listening communication skills
- Organizational skills and the ability to work effectively in a team
- Excellent computer skills (Microsoft Office Suite)
- Flexibility, ability to remain calm under pressure
- Maintain strict high level of confidentiality
- Understanding and sensitivity to cross cultural issues
- Attention to details and ability to write good reports
HOW TO APPLY
Interested and qualified candidates should fill in the Job Application Form and attach their cover letter and updated CV/Resume with three professional referees (including email address and day telephone contacts), not later than Friday 6th October 2023 @2pm using the following link: http://41.216.97.161/fhrwjobs/
Note:
- Only short listed candidates will be contacted
- If any issues are experienced, please contact us separately at rwanda@fh.org
FH Safeguarding Policy
FH strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. FH holds a zero-tolerance policy against sexual exploitation and abuse and harassment. FH expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FH work is carried out in honest and fair methods, in alignment with the FH Heartbeat and safeguarding and associated policies. Violations to stated policies will be subject to corrective action up to and including termination of employment.
Done at Kigali on 25th September 2023
