Job Description
An Administrative Assistant is responsible for supporting the Director General and other administrative staff to help them stay organized and complete tasks that allow them to focus on more advanced responsibilities. Their duties include organizing meetings for Administrators, welcoming office visitors and composing documents on behalf of administrative staff.
• Managing documents and files
• Sending and receiving documents for the hospital
• Answering the phone calls
• Operating a range of office machines such as photocopiers and computers
• Welcoming guests and visitors
• Produce and distribute correspondence memos, letters, faxes and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Order office supplies
• Book travel arrangements
• Provide general support to visitors
• Generate reports
• Meet timeline/deadline of achieving planned activities
• Daily, monthly, quarterly and annually report submitted to the supervisor
• Number of visitors received and oriented in different departments around the hospital • Improved communication between hospital and other external institutions/companies.
• Filing system developed and managed
• Administrative support provided
Minimum Qualifications
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Advanced Diploma in Secretarial Studies
0 Year of relevant experience
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Advanced Diploma in Office Management
0 Year of relevant experience
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Bachelor’s Degree in Public Administration
0 Year of relevant experience
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Bachelor’s Degree in Administrative Sciences
0 Year of relevant experience
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Bachelor’s Degree in Sociology
0 Year of relevant experience
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Bachelor’s Degree in Management
0 Year of relevant experience
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Bachelor’s Degree in Office Management
0 Year of relevant experience
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Bachelor’s Degree in Business Administration
0 Year of relevant experience
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Bachelor’s Degree in Secretariat Studies
0 Year of relevant experience
Competency and Key Technical Skills
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Integrity
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Strong critical thinking skills and excellent problem solving skills.
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Inclusiveness
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Accountability
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Communication
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Teamwork
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Client/citizen focus
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Professionalism
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Commitment to continuous learning
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Digital literacy skills
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Office management skills
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Resource management skills
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Problem solving skills
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Decision making skills
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Time management skills
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Risk management skills
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Results oriented
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Fluency in Kinyarwanda, English and/or French. Knowledge of all is an added advantage
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Excellent written and verbal communication skills with good presentation skills
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Demonstrate professionalism and integrity
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Analytical skills;
