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Monday, 25 September 2017

Administrative Assistant

Posted By on Monday, September 25, 2017

Position Title: Administrative Assistant
Location: Kigali, Rwanda
Department: Operations
Reports to: Gikuriro Chief of Party
Category/Level: BG-5-GEN

Catholic Relief Services (CRS) carries out the commitment of the bishops of the United States to assist the poor and vulnerable overseas. Catholic identity is at the heart of CRS mission and operations.

CRS started its activities in Rwanda in 1960 and is currently intervening in different sectors, including Agriculture & Food Security, Nutrition, Economic Strengthening & Rural Development, Institutional Strengthening and Peace building. CRS projects are funded by various donors, including the US Government, the United Nations and CRS private funds.

In 2015, CRS was awarded a five-year USAID-funded project, the Integrated Nutrition and WASH Activity (INWA) or “Gikuriro” in Kinyarwanda. The Gikuriro Program aims to improve the nutritional status of women of reproductive age and under-five children with an emphasis on the 1,000-day window of opportunity from pregnancy until a child’s second birthday. Gikuriro focuses on capacity building of relevant district government structures andlocal implementing partners, while also supporting implementation of the Government of Rwanda’s Community-based Food and Nutrition Policy (CBF&NP) and Community-based Environmental Health Promotion Program (CBEHPP) in eight districts.

Job Summary:
The Administrative Assistant is responsible for managing the reception and mailing system for the Gikuriro Program.  The position holder will also manage activities at Gikuriro’s front desk including reception of visitors, managing calls, preparing liquidation and disbursement requests, keeping files and folders up to date and making important contact lists and directories for external communications.

Specific Responsibilities:

  • Ensures reception and orientation of incoming visitors
  • Receives and dispatches incoming telephone calls and manages contact database
  • Manages appointments for the Gikuriro management team
  • Manages and maintains records for the Gikuriro outgoing/incoming courier
  • Ensure follow-up on work with external service providers in the area of courier distribution
  • Manages the use of office meeting room
  • Facilitates international and local travels for Gikuriro staff, as needed
  • Ensures facilitation of hotel booking for incoming Gikuriro international visitors
  • Assist in drafting outgoing correspondences
  • Assists with filing for Gikuriro
  • Assists in preparation of conferences/workshops
  • Assists in data entry when needed
  • Proofread, edit and photocopy documents as needed
  • Provide logistical support for meetings, training workshops, and field trips
  • Write and distribute meeting minutes, including conference call meetings when needed

Other General support

  • Custodian for Gikuriro petty cash, as appropriate
  • Assist in preparing requests for disbursement of Gikuriro-related expenses
  • Reviews and distributes telecommunication monthly invoices for Gikuriro staff
  • Agency-wide Competencies (for all CRS Staff)

These are rooted in the mission, values, and principles of CRS and used by each staff member to fulfill his or her responsibilities and to achieve the desired results.

Serves with Integrity
Models Stewardship
Cultivates Constructive Relationships
Promotes Learning

This position Specific Competencies:

  • These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results. 
The following are specific to this position:

  • Serves with Integrity
  • Cultivates Constructive Relationships

Key Working Relationships:
Internal: All CRS staff
External: CRS visitors

Qualifications and Personal Professional skills:

  • Diploma in Languages, Secretary, Book keeping , Accounting, Human Sciences or other relevant area of study
  • At least 5years’work experience in similar responsibilities
  • Fluent in written and spoken English and French
  • Proven high level of integrity and discretion
  • Sound profile of team spirit
  • Attention to details and sound level of diligence
  • Proficiency in time management and self-organizational skills
  • Good courtesy and interpersonal communication skills
  • Good command of computer software (MS Office, Word, Excel, outlook, etc.)

How to apply
Electronic applications-including a motivation letter and a current detailed CV should be addressed to the CRS Country Representative exclusively at not later than Thursday October 5, 2017 at 5:00pm. 

Due to anticipated high interest in this post and the expected number of applicants, only short-listed candidates will be contacted.

Kigali September 20, 2017
Darren Posey
Country Representative

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