Vacancy title:
Site Secretary & Document Controller

Jobs at:
YUMN Ltd

Deadline of this Job:
7th October 2018

Duty Station:
Rwanda

Summary
Date Posted: 27th September 2018 , Base Salary: Not Disclosed , Employment Type: Full-Time

About the Company

JOB DETAILS:

JOB ADVERTISEMENT

The Management of YUMN Ltd would like to recruit a qualified candidate for the Site Secretary & Document Controller position.

MAIN FUNCTION

This position will include planning, developing, coordinating the daily site office work under the supervision of the Project Director.
The selected candidate will work from the project site located in the Southern Province, Gisagara District, Mamba Sector, Kabumbwe Cell.

TYPICAL WORK ACTIVITIES

• Provide full secretarial and administrative support to the project team and site organization to ensure the smooth running of the site operations;
• Maintaining diaries and arranging appointments;
• Organize the site visits of different project stakeholders (International and locals including project Sponsors, Representative from Financial Institutions, the representative from Government bodies and private Sector in Rwanda);
• Acting as a receptionist and/or meeting and greeting clients;
• Maintain records of Engineers and assist in their movements;
• Organizing and servicing meetings, take minutes of meetings and maintain records for the project team;
• Develop and maintain document control processes for the efficient management and project execution;
• Maintain a proper and user-friendly document control system for recording and tracking of all documents for the project team and site department;
• Support the officers and project team in daily admin roles;
• Perform data-entry, recording, printing and filing duties;
• Prepare the site office stationaries and enhance the proper management of the supplied materials/equipment;
• Undertake any ad-hoc admin projects/duties as required;
• Coordinate travel arrangements inclusive of air-ticket, hotel accommodation, visa arrangements, claims etc..;
• Assist to check and verify staff claims, work time reporting, and invoices for the project team;
• Prepare the site reports (weekly and monthly) with the support of the site Engineers and the Project Director;
• Prepare and raise purchases requisition for the purchase of office consumables/refreshment to the site;
• Any other related duty assigned by his superiors.
  

QUALIFICATION (EDUCATION AND EXPERIENCE)

• Relevant qualifications in the administration or any related fields;
• Minimum of five years professional experience;
• Having worked in the multicultural project will be an added value;
• Demonstrated capability in document control and event experience;
• Good interpersonal skills and computer literacy
• Good verbal and written communication skills.
• English, French, and Kinyarwanda fluent