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Saturday, 7 October 2017

Administrative Assistant

Posted By on Saturday, October 07, 2017

Voluntary Service Overseas (VSO) is an international development charity with a vision for a "world without poverty" and a mission to "bring people together to fight poverty". VSO recruits professionals to work as volunteers, living and working alongside local populations in developing countries. VSO was founded in 1958, and currently works in 23 countries in Africa, Asia and the Pacific.

VSO started work in Rwanda in 1998 at the invitation of the Government of Rwanda and it focuses on programmes in Education, disability and youth/national volunteering. VSO Rwanda's work revolves around six development goals including, Secure livelihood, HIV/AIDS reduction, Education, Participation and Governance, Health and Disabilit

Job Title: Administrative Assistant

Kigali, Rwanda
None applicable
Full Time, 35 hours per week

About VSO
VSO is the world's leading development organisation that works through volunteers to fight poverty. We are unique in the way we bring people together to share their skills and experience, generate insights and ideas and, most of all, take action against poverty and exclusion. It's a highly effective approach that works, and today is helping millions of people in some of the world's poorest communities lift themselves out of poverty.

Role overview

  • Administrative support
  • Manage VSOR front desk ( reception)
  • Ensure management of meeting rooms and logistical requirements are timely provided whenever required;
  • Receive and distribute Incoming correspondence and follow up on provision of timely feedback;
  • Maintain a register of incoming and out-going correspondences;
  • Maintain a filing system of Incoming and outgoing letters, Tender documents, Purchase orders and requisitions;
  • Press Order of office supplies and staff consumables
  • Provide general support to visitors and orient as appropriate.
  • Organize flight bookings for staff and volunteers as per approved flight booking request by budget holders; using international Travel or local travel agency approved by VSO management.
  • Support operations manager in organising accommodation booking for VSO guests and liaise with suppliers to ensure their payment is done promptly;
  • Ensure all missed calls are registered in contact register to facilitate the track of missing calls
  • Manage office stationeries by conducting a monthly stock check and monitor the effective use of office stationery and sundry supplies (ensuring cost-effectiveness and value for money), and maintain minimum stock levels in the Country Office at all times.
  • Prepare and submit requests for timely procurement of stationery and office sundry supplies by the logistics officer.

Customer care:

  • Maintain effective customer support to all VSO visitors and excellent customer service and rapport.
  • Receive VSO main telephone calls, orient customers and ensure timely and appropriate responses;
  • Maintain and update database of internal and external important contacts, including of key government officials, as well as external non-governmental officials and stakeholders.
  • Follow up on timely responses to our clients and partners.
  • Cleanliness and kitchen/Work environment Management
  • Supervise the outsourced cleaners to ensure cleanliness of office and the general environment;
  • Be the focal contact to all kitchen related issues and make sure that the cook is paid on regular basis.
  • Supervise the cook and act as key contact for arranging lunch for VSOR visitors and staff.


  • Fulfill other appropriate level responsibilities as defined or directed by the HR Business Partner from time to time.

Skills, qualifications and experience required

  • A Bachelor’s degree in Business Administration Or Public Administration, preferably in the field of Human Resources Management,
  • At least 2 years administrative experience in a busy organization of international setting.
  • Good IT (Word, Outlook, Excel, Power Point, Internet)
  •  Excellent written and verbal communication skills (English and French)
  • Experience of a high workload and ability to priorities and effectively manage time in order to deliver high quality work on time
  • Proven ability to build and maintain relations with colleagues, volunteers, VSO stakeholders
  • Flexibility to adapt, and a constructive and creative approach to problem solving
  • Attention to details
  • Demonstrable commitment to delivering excellent administrative and organizational service
  • Positive attitude, and warm and welcoming personality
  • Commitment to VSO’s values
  • Good basic budgeting and cash management
  • VSO reserves the right to close this job early if we receive a sufficient number of applications.

How to Apply

If you’re interested in applying for this role, please download the job description to read more details about the position and the skills and experience we’re looking for. To submit your application, click on ‘Apply now’ and complete all relevant fields on the online application form.

Application closing date: 19 Oct 2017

Interview/Assessment date(s)

To be confirmed later Start date

1st, November 2017

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