Executive Assistant to the Vice Chancellor at University of Kigali | Kigali :Deadline: 28-04-2023

A fully accredited/chartered University by The Government of Rwanda

Website:  www.uok.ac.rw / Email:  universityofkigali@uok.ac.rw

P.O BOX 2611, Kigali-Rwanda

Tel: + 250 788303386/+250789009221/ +250788303385 

JOB ADVERT 

Executive Assistant to the Vice Chancellor 

University of Kigali wishes to recruit an Executive Assistant to the Vice Chancellor who will be responsible for Overseeing the Vice chancellor’s office administration and management with emphasis on information management, coordination and quality control.

 Key Responsibilities:

1. Effectively handle all communication matters in the Vice chancellor’s Office, Vice chancellors Email, drafting and correcting letters to stakeholders.
2. Managing the Vice chancellor’s diary and organizing meetings and appointments for Vice chancellor.
3. Follow up with the section heads of important tasks and deadlines
4. Drafting letters, compiling and preparing reports, presentations and correspondence, directives, and comments on behalf of the Vice chancellors for their signature and making follow-up when required.
5. Take minutes in all board meetings and monitor follow-up activities.
6. Liaison with all departments to facilitate any requests in Vice chancellor’s Office.
7. Screen outgoing mails from the Vice chancellor’s Office.
8. Screen in-coming calls to the Vice chancellor’s Office.
9. Keep record of all important documents in the Vice chancellor’s Office.
10. Assist in coordinating high- profiled events in the University.
11. Create a network and linkages that aids the Vice chancellor in achieving set goals.
12. Booking and arranging the Vice chancellor’s travel, transport and accommodation.
13. Perform any other administrative duties that pertain to the Vice
14. Any other duties assigned by the Vice chancellor

 Candidate needed:

1. Bachelor’s degree in administration (preferably public administration, Business Administration, or any other relevant qualification from a recognized University. Master degree will be an added advantage
2. MUST have Minimum of at least three (3) to five (5) years’ experience as an Administrative Assistant in a learning institution or, admin assistant to CEO of any other complex organization.

• Proficiency in Microsoft Office programs and applications particularly word, Excel, PowerPoint, etc.

1. Proficiency in utilizing electronic databases, electronic administrative systems, filing systems with a good understanding of data protection and safe record keeping.
2. High level of integrity and confidentiality.
3. Ability to work independently; under pressure; multi task, and handle competing priorities.

• Good communication skills particularly, fluent in English.
• Excellent interpersonal skills.

1. High levels of organizational skills, particularly with regard to diary management, organization of meetings and handling communications.
2. High levels of professional presentation, conduct and credibility.
3. Ready to work outside normal working hours from time to time.

 In applying for this post, please attach:

• A cover letter summarizing relevant experience in the position;
• A comprehensive CV;
• Certified copies of Academic Certificates;
• Names, e-mail addresses and telephone details of three referees whom we have permission to contact;

All applications should be addressed to the Vice Chancellor and submitted to recruitment@uok.ac.rw no later than 28^th April, 2023. Hard copies will not be considered.

No application will be considered after the closing date.

Only qualified candidates will be contacted