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Friday, 18 December 2015

Administrative Assistant

Posted By on Friday, December 18, 2015

Save the Children is the world's leading independent organisation for children. We work in 120 countries. We work together, with partners, to inspire breakthroughs in the way the world treats children and to achieve immediate and lasting change in their lives. Save the Children works in fourteen districts in Rwanda with a current staff complement of approximately 120 staff. SC is looking forward to implement a USAID-funded school community partnerships education project, which aims to support the Rwandan Education Board to create and roll-out a school-community partnership model to complement improved reading and writing instruction delivered in schools.

SC Rwanda Country Office seeks to hire qualified, committed and experienced nationals to fill the following position of Administrative  Assistant

Place of Work: Kigali
Reports to:
Staff directly reporting to this post:  Chief of Party Logistics & Procurement Officer

Tentative start date:                     Immediately
Contract length:                              4 years


Save the Children is seeking an Administrative Assistant for a USAID-funded school community partnerships education project, which aims to support the Rwandan Education Board to create and roll-out a school-community partnership model to complement improved reading and writing instruction delivered in schools. The Administrative Assistant will support logistics, administrative and secretarial activities for the program and will assist Program Coordinators and Officers with training planning, production of materials, etc.


Project ManagementAssistance
    With support from Logistics and Procurement Officer and other project staff, process the purchase of approved materials for distribution to project areas, and follow-up the logistics of distribution in collaboration with the procurement department, including follow-up for timely delivery of books and other materials ordered;
    Receive supplies, check quality, sign delivery notes and process payments, ensuring that all stock sheets are updated and proper records are in place;
    Support the Communications, MEAL, and other project staff in inputs for project reporting;
    Support in updating the project detailed implementation plan;
    Participate in meetings of SCOPE team.

Project Coordination Support
    Compile consolidated monthly reports, once monthly reports have been received from the team;
    Support the SCOPE team with the organization and implementation of meetings, workshops and trainings;
    Facilitate procurement and service hiring process and follow-up the progress with Logistics, HR and Admin departments;
    Support SCOPE with arrangements concerning incoming consultants, volunteers, TAs, etc, by ensuring hotel booking and associated logistics are arranged by the SC Admin and Logistics staff and serving as a focal person for communication / questions by incoming persons, including translation, when needed;
    Proof read and provide support in translation of documents;

Communications Support
    Support the SCOPE team to put together SCOPE communication materials;
    Routinely collect communication materials, including photos, videos and case stories;
    Retain a photo, video and case story data base for the project;
    Provide communications information to the Communications Specialist for use in social media, newsletters, etc.

Monitoring, Evaluation, Accountability and Learning
    Support the SCOPE team in collecting ongoing monitoring and evaluation data collection;
    Input MEAL data collected by SCOPE staff into a data base for SCOPE project, as needed;
    Continuously collect, monitor and maintain information on beneficiary reach and numbers for project outputs and activities;
    Document lessons learned and ensure learning is shared across the SCOPE team and the Education Signature Programme and used to inform project improvements.

Child Safeguarding
    Understand the provisions of the Child Safeguarding Policy, Code of Conduct and Local/Country Procedures and conduct oneself in accordance with the rules of the Child Safeguarding Policy, in personal and professional lives – which includes reporting suspicions of child abuse.
    Ensure that all project activities carried out are considered in relation to prevention of sexual exploitation and abuse and handling of serious complaints in line with the child safeguarding policy.
    Promote the message of child safeguarding to colleagues in other organizations and government ministries, children in their own and beneficiary families, and community members in general and be vigilant about observing possible child abuse/harm in their personal and professional lives.

Comply with Save the Children policies and practice with respect to child protection, code of conduct, health and safety, equal opportunities and other relevant policies and procedures.
Perform other duties, as assigned by the Chief of Party or other senior leadership team members.

SKILLS AND BEHAVIOURS (our Values in Practice)

    Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
    Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved
    Creates a managerial environment to lead, enable and maintain our culture of child safeguarding

    Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
    Widely shares personal vision for Save the Children, engages and motivates others
    Future orientated, thinks strategically and on a global scale

    Approachable, good listener, easy to talk to; builds and maintains effective relationships with colleagues, members and external partners and supporters
    Values diversity and different people’s perspectives, able to work cross-culturally.

    Develops and encourages new and innovative solutions
    Cuts away bureaucracy and encourages an entrepreneurial approach

    Honest, encourages openness and transparency, builds trust and confidence
    Displays consistent excellent judgement

Acts in the best interests of children


    University degree in social sciences, education or related fields
    Previous experience in an NGO and good understanding of the fields of literacy and/or education;
    Excellent organisational and problem solving skills;
    Excellent computer skills especially in MS Excel spread sheets and MS Word
    High level of integrity and ability to work as part of a professional team
    Cross-cultural experience, understanding and sensitivity
    Ability to communicate effectively in Kinyarwanda and English: verbally and in writing
    Understanding of and commitment to SCI mission, values and child rights-based programming approaches
    Experience in administration and data collection

How To Apply:

Interested candidates should send an application letter plus an updated Curriculum Vitae in English, including 3 names of professional referees to Specifying the position title heading in the subject line.

The deadline for receiving applications is 3rd January 2015.

*Note that only shortlisted candidates will be contacted.

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