Rwanda: Receptionist/Administrative Assistant – Rwanda National

Organization: Practical Action
Country: Rwanda
Closing date: 04 Jan 2018

Practical Action is an international non-governmental organisation (INGO) with 50 years of expertise in Africa, Asia and Latin America. We have a strong heritage and track record of bringing communities and experts together to find practical, sustainable solutions which work for both people and the planet; solutions that enable people to meet their needs and lead dignified lives. Technology features in everything we do. We partner with people whose lives are transformed by these efforts and ensure local ownership and solutions that work in the longer term, without us.

Working under the direct supervision of Practical Action Rwanda office HR Officer the Receptionist/Administrative Assistant for the Rwanda office is responsible for the day to day smooth running of the front office and to provide a positive first contact with visitors/callers and to provide administrative support to other departments so as to ensure effective operations. This role provides general office administration assistance to support the implementation of Practical Action’s work in Rwanda. Externally the job holder will have basic interactions with all Practical Action visitors, and/or partners who come to and/or through the Rwanda field office.

The Receptionist/Admin Assistant’s role is to provide general office administrative support to the Rwanda Office, and in the following areas:
Front Office Reception & Office Administration (50%)

  • Receive and screen visitors to the office, assisting them with enquiries /references while directing them appropriately.
  • Manage incoming and outgoing official calls within the office through the switch board.
  • Incoming and outgoing mail management, record and dispatch cheques and other payments made by the office for collection/delivery.
  • Manage the office diary, i.e. booking the meeting rooms, entering workshop dates, travelling dates, manage staff movement board.
  • Manage the general e-mail addresses and ensure that information is distributed to appropriate staff in a timely manner

    Logistics Support (25%)

  • Assist in domestic travel/transport arrangements for staff and visitors in Rwanda, including domestic airline tickets, office vehicles and taxis.

  • Assist in international travel arrangements for staff and visitors to Rwanda.

  • Provide administrative assistance and logistical support for workshops and meetings; work with the relevant officers, to ensure booking of venue and availability of all materials and equipment required

    Human Resources (25%)

  • Assist in maintaining accurate and up-to-date employee records – personnel files, performance management, leave tracking sheet, etc.

  • Assist in recruitment logistics – arranging interviews, checking references

  • Provide backup documents and TORs during consultant and temporary staff recruitment.

  • Follow up on immigration applications.

    Requirements

  • A Diploma in Secretarial Studies, Business Administration, HR Management or related field (a first degree in the above fields will be an added advantage)

  • Human Resources training

  • High level of proficiency in MS Office packages

  • Training in procurement and logistics

  • At least 3 years relevant working experience in a similar position.

How to apply:

If you have the experience, skills and the ability we are looking for, please send your cover letter and updated CV by email to: recruitment@practicalaction.or.ke no later than 4th January 2018. Indicate: “Application for the role of Receptionist/Administrative Assistant” on the email subject.

Note: This post is open to RWANDA NATIONALS ONLY

For a detailed Job Description visit: https://practicalaction.org/receptionist-administrative-assistant-rwanda