We are seeking to hire a qualified and dedicated Personal Assistant reporting to the Managing Director.
JOB PURPOSE
Ensure the effective and efficient management of the office of the MD through a professional discharge of all secretarial and administrative functions.
CONTEXT
A PA job description entails working closely with organizational staff or senior managers to provide administrative or clerical support necessary to run the organization effectively. The key responsibility of a PA is to perform and coordinate the administrative activities of the office, and retrieve, and integrate data for dissemination to clients and staff.
A PA often acts as the manager’s first point of contact with people from both inside and outside the organization.
PATTERN OF RELATIONSHIPS
Internal: All Bralirwa Departments
External: Visitors
KEY RESPONSIBILITIES & ACTIVITIES
- Manage MD + FD’s daily diary to ensure work is more efficient
- Organize and maintain diaries and make appointments for MD/FD
- Ensure effective time management in this regard and follow-up activities
- Manage and organize the MD agenda and MT holiday agenda
- Bring up matters requiring MD/FD’s attention
- Attend to and receive MD/FD visitors
- Create and maintain a good image for the office of the MD
- Manage and keep the confidentiality of sensitive company information
- Manage efficient office through effective communication with other departments and outward
- Execute complex administrative tasks
(Receiving phone calls, mail, acquiring information, copying, scanning, binding, processing, and preparing data, etc.)
- Screening inquiries and requests and handling them when appropriate
- Ensure smooth communication within all departments and outward
- Ensure that matters for MD/FD’s attention are promptly attended to
- Provide any other administrative support to all Departments under MD and FD and their subordinate units
- Manage and review filing and office systems
- Coordinate and attend to all incoming/outgoing correspondence and ensure that only those requiring input from MD/FD go up.
- Deal with, and attend to all (except personal mail) incoming correspondence addressed to the Company
- Filter and dispatch all incoming correspondence
- Draft letters/memos for MD/FD
- Control all documents requiring MD signature
- Ensure that letters with deadlines are handled with dispatch
- Centralize and follow up delivery of all outgoing correspondence
- Prepare documents for business meetings
Under the supervision of the Company Secretary:
- Ensure a timely sharing of board papers with Board Members
- Ensure that all Board resolutions and other board documents are updated and kept in a secure place
- Prepare board meeting venue and all logistic arrangement
- In collaboration with organizing departments:
- Support in logistic arrangements
- Provide administrative support
- Responsible for company stamp and important files
- Keep in a safe place and ensure the right usage of company stamp on all outgoing documents
- Keep updated all Board & AGM resolutions documents, filed in a safe place and conditions
- Keep in a safe place the Bralirwa land titles file
- Supervise Protocol activities
Align with the Protocol officer to ensure the following:
- Administrative files for ex-pats are updated i.e., visa, and work permits;
- Meeting and greeting visitors at all levels of seniority;
- Visitors are attended to properly and given all support needed;
- Currency of entry visas for Company employees traveling out of the country and giving support when needed;
- Coordinate MD & FD travels and ensure accommodation in host country/station;
- Arrange travel & accommodation needs for employees in compliance with internal rules and policy;
- Play a pro-active role in internal & external events organization
- Manage and follow up on travel budget for experts
- Coordinate travel expenses for experts
- Manage and follow up experts’ travel budgets to ensure that quotas are respected
- Communicate to each expert every quarter, an update on their travel budget
- Manage and coach staff under PA responsibility.
- Follow up on daily activities of subordinates.
- Coach subordinates
- Manage holiday plans for subordinates.
- Coordinate MD/FD’s Social Event
- Make all necessary contacts i.e. book the venue, send invitations
- Follow up to ensure full attendance.
Knowledge and experience
- Bachelor’s in office management, Administration, Communication, and PR
- At least 5 years of work experience with communication skills in Kinyarwanda, English, and French
- Good at Word, Excel, Powerpoint, Sharepoint and E-calendar
Functional competencies
- Independent
- Risk-taking
- Decision making
- Discipline
- Stress resistant
- Teamwork spirit
- Customer-oriented
- Presentable
- Persuasive
- Innovative
- Creative
- Problem analyst
- Visionary
- Professional
Leadership Competencies
- Oral Communication
- Written Communication
- Listens
- Planning and Action
- Self-control
- Leadership
- Organization
- Endurance
- Initiative
- Reliable
- Responsible
GROWING WITH BRALIRWA
At Bralirwa, there is no set career path. You will find continuous learning opportunities and colleagues who will encourage and support your growth in whatever path you choose to explore. We are a destination for curious minds and the more curious you are, the better.
Start learning new things and find out everything you can be.
WHAT WE OFFER
We’re committed to hiring diversely. Having employees from diverse backgrounds brings a wealth of perspectives and experience to our team. We embrace Inclusion and Diversity, which means giving full and fair consideration to all applicants and continuing development for all employees regardless of age, gender, race, disability, belief and civil partnership, pregnancy, and maternity.
Not only do we offer a competitive salary, but also an additional pension scheme, a loan subsidy, an annual bonus, free lunch, 100% medical insurance, fuel allowance, communication allowance, and enjoy a free Friday drink with colleagues.
HOW TO APPLY
As a Diverse and Global Company, we recruit based on the principle of equal opportunity. This means that our hiring decisions are not based on race, color, religion, beliefs, etc. but our decision is purely based on your shown competencies and behaviors during the assessment process.
In case you meet the above requirement, please go to https://careers.theheinekencompany.com/Rwanda and search for “Personal Assistant – MD”.
All applicants must apply using our online application system, CVs received via email or standard post will NOT be considered. If you face any challenges in applying, please let us know through jobs.bralirwa@heineken.com (no applications will be accepted through this email).
The closing date for the submission of applications is Friday 12th January 2024
Click here for more details & Apply
