Umwanya w’akazi wa Administrative Assistant Muri University of Global Health Equity (UGHE) Ku bantu bize (Management, Finance, Business Administration) (Deadline:16th March 2022)

Description

Title: Administrative Assistant

Reports to:  Director, Department of Arts and Culture in Global Health Public Engagement

Location: Kigali, Rwanda

The University of Global Health Equity (UGHE) is an independent, accredited university that is training the next generation of global health professionals and thinkers to be leaders and change makers so that equitable, quality health services are accessible and delivered to all.

We believe that building bridges across sectors is a necessity to sustainably transform health education and delivery globally, but also to eliminate the gap between the most and least disadvantaged.

In the past two years, UGHE has incubated a series of research and projects looking at the role and contributions of culture and arts in good health, wellbeing and generating health outcomes. As part of those projects, UGHE created Hamwe Festival a platform that brings the health sector together with creative industries annually with the dual mission to create an enabling environment for strong collaboration between the health and creative sectors, as well as to generate new insights into global health challenges and corresponding solutions, using the unique and complementary vantage points of creative and global health professionals.

UGHE is looking for an Engagement and Production Coordinator to contribute to this effort, the ideal candidate would be an individual enthusiastic about global health equity and public engagement.

 Responsibilities:

1. Assist in coordinating department’s events and meeting for all participants and collaborators in collaboration with relevant UGHE operation departments.
2. Support activities related to events and other projects preparation, implementation and follow-up.
3. Facilitate UGHE communications team and partners as well the communications volunteers in building content about the department activities.
4. Contribute to the preparation of financial statements, reports, memos, invoices letters, and other documents.
5. Provide administrative and logistics support to the department’s leadership, with a specific focus on contract, agreements, LPOs drafting, review and execution follow-up.
6. Perform administrative and office support, such as writing and editing e-mails/letters, drafting memos, and preparing communications on leadership behalf.
7. Maintain current and create new filing/database systems for the department’s contacts, partners, documents and other key items to archive.
8. Follow up on all payments and other finances related to the department’s activities.
9. Support in the development of reports and documents related to the department presentation and projects.
10. Support university and department leadership in the coordination of partners and board relationships.
11. Document meetings and calls with detailed and accurate minutes and provide timely support in action points follow-up.
12. Prepare materials for internal and external meetings.
13. Organize meetings and workshops, including scheduling, sending reminders, and organizing catering when necessary.
14. Manage information flows  in a timely and accurate manner.
15. Manage time effectively in order to meet tight deadlines.
16. Coordinate internal queries about logistics.
17. Contribute to activities leading to the achievement of the department and institution success.
18. Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with collaborators.
19. Perform miscellaneous job-related duties as assigned.

Qualification and experience:

• Bachelor’s degree in a field relevant to the position.
• Experience in an administrative role.
• Excellent written and verbal communication skills with the ability to communicate effectively in a wide range of stakeholder groups.
• Well organized and efficient, with the capacity to work under pressure
• Strong problem solving, analytical and strategic-thinking skills.
• Excellent interpersonal skills with high level of proficiency in English and the ability to work well autonomously.
• Excellent team-work skills.

The Deadline: 16th March 2022