Vacancy title:
Secretary / Office Administrator

Jobs at:
Friedrich-Ebert-Stiftung

Deadline of this Job:
Friday, 12th of October 2018, 23h00.

Duty Station:
Kigali, Rwanda

Summary
Date Posted: 19th September 2018 , Base Salary: Not Disclosed , Employment Type: Full-Time

About the Company

JOB DETAILS:

Job Advertisement
Friedrich-Ebert-Stiftung (FES) Rwanda is looking for a “Secretary / Office Administrator”
Friedrich-Ebert-Stiftung, a German Foundation working with partners to promote social justice and good governance, is looking for a candidate to fill in the position of Secretary / Office Administrator from Mid-October 2018 (or earlier) in our Kigali office.

Duties and responsibilities:

• Assist the Resident Representative (RR) in his internal and external communication.
  
• Manage schedule and organize meetings and appointments for RR and programme managers with partners and visitors.
  
• Act as the first point of contact: dealing with correspondence, answering phone calls and emails etc.
  
• Take accurate minutes of meetings, routine correspondence, and reports.
  
• Assist in the coordination of conferences, meetings, and travel reservations for the office.
  
• Ensure office inventory by tracking office supplies and order replacements as required
  
• Support Programme Managers in the planning, preparation, implementation, and follow-up of in their programme activities and logistics related.
  
• Supervise the office cleaner
  
• Set up and maintain hard and soft copy filing systems for records, correspondence, and other documents of all communications.
  
• Drafting and proof-reading of text and documents.
  
• Manage the social media face of the office.
  
• Undertake other administrative tasks.
  
• Any other reasonable tasks assigned by the employer.
  

Qualifications and Experience:

• A Minimum of a University Degree.
  
• Minimum of 3 years working experience in office work and coordination and implementation in activities.
  
• Previous experience working with a Non-Profit Organization is a very strong advantage.
  
• Proficient in the use of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling web-based management systems.
  
• Strong understanding of confidentiality.
  
• Social, administrative and logistical skills and highly organized and focused on details and accuracy.
  
• Understanding the FES organization profile.
  
• Excellent coordination, conceptual and writing skills.
  
• An ability to work on high priority and multitask
  
• Strong interpersonal communication skills.
  
• Ability to work in a team as well as independently.
  
• Excellent written and verbal English language skills, basic German language skills are an advantage, French and Kinyarwanda language skills are desirable.
  
• Experience in event management and coordination would be an advantage.
  
• Applicant must have Rwandan Nationality or is allowed to work in Rwanda.
  
• FES provides equal employment opportunities.

Remuneration will be commensurate with experience.