Senior Administrative Assistant – Rwanda National Hire

Church World Service

Job Description

Position Title: Senior Administrative Assistant

Reports to: Administration Supervisor

Division: Church World Service – Africa

Department: Administration

Job Location: Kigali, Rwanda

Grade Level: Grade 4, Senior Assistant, National

Introduction: Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.

Primary Purpose:

This position is responsible for running and coordinating the day-to-day administrative duties of CWS Kigali office. This includes providing administrative support to the administration unit and assisting in finance functions at the CWS Kigali office.

Essential Duties:

Administration

  • Coordinates office activities and operations to secure efficiency and compliance to CWS Africa policies and procedures.
  • Assists in quarterly stock-take of Inventory and preparation of a report on variances.
  • Assists with logistics functions including but not limited to making travel bookings, raising requisitions, updating the travel tracking sheet etc.
  • Assists in preparing for high-level meetings e.g. Partner’s meetings. This includes organizing visitor’s snacks/lunches as requested, and preparing materials and/or reports needed (if any)
  • Liaises with the Logistics Officer (Fleet & Travel) to ensure drivers are on stand-by to pick or drop visitors, staff, and/or equipment/supplies to various destinations as required.
  • Assists the Administration Supervisor in managing the Resource Centre ensuring that resources borrowed are returned on time.
  • Schedules meetings (including virtual meetings) and meeting rooms as required on the Outlook Calendars.
  • Works with the Administration Supervisor to order and take stock of office supplies ensuring that there is always enough supply for the smooth operation of the front office.
  • Continuously works on finding ways to improve administrative processes.
  • Performs front office duties and maintains Office Management procedures including contact information, directions, and frequently requested organization information.
  • Prepares TERs for senior management and ensures that they are duly signed by the relevant staff and filed appropriately.
  • Performs other duties as assigned which are designed and developed to improve the operations of the CWS Africa Office Kigali

Qualifications:

Experience:

  • Three (3) years of related work experience with increasing responsibilities is required.
  • Experience or certification in administration required
  • Previous experience working with an International NGO is an added advantage

Skills:

  • Demonstrated strong computer skills, especially MS-Word, Excel, and Outlook
  • Knowledge of office management systems and procedures
  • Demonstrated written and verbal English skills
  • Committed to and conform with the organization’s mission

Abilities:

  • Manage large and diverse workload under pressure with competing priorities.
  • Maintain the integrity of official records;
  • Analyse and solve complex problems and make sound decisions;
  • Work with minimal supervision
  • Maintain a high performance standard with attention to detail;
  • Work independently and contribute to overall operations of RSC Africa;
  • Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP). Ability to work in a multi-cultural environment required.
  • Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.

Education & Certifications:

  • Bachelor’s degree in Business Administration or related field; or four (4) years of paid work experience in lieu of a Bachelor’s Degree is required.

Special Requirements:

  • COVID Vaccination is strongly recommended for all successful candidates
  • The candidate should be of good health, willing and able to travel extensively in often difficult conditions, and have a high degree of flexibility. Must have proof of Yellow Fever vaccination before traveling for CWS Africa.
  • This position is based in Kigali, Rwanda.
  • This position requires use of laptops at all time, competence in Microsoft office packages is required.
  • This position may require travel in sub-Saharan Africa on short notice and under sometimes difficult conditions to meet demands of a dynamic operational program
  • Background check which includes references and an educational and criminal check is required before the start of employment.
  • A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel.
  • Physical: This position requires bending, squatting, crawling, climbing, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying heavy loads.
  • Environmental: Incumbents in this position will be exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces.
  • Full time
  • All employees should be prepared to work from the CWS office within their location of hire. Remote work arrangements may vary depending on location and the governing rulings regarding the COVID-19 pandemic.

How to apply

Log onto CWS Careers site: Work with CWS – CWS (cwsglobal.org)


Deadline: 17 Mar 2023