Administrative Assistant to the SPIU Coordinator

JOB ADVERTISMENT

NAEB VACANT POSITIONS FOR RECRUITMENT

The National Agricultural Export Development Board (NAEB) would like to recruit self-motivated and qualified candidates to fill the following position.

Post: Administrative Assistant to the SPIU Coordinator

Job Profile

Bachelors’ degree in Public Administration, secretarial studies, Management, Office Administration and Management, sociology, social sciences, social work or Business Administration or closely related fields

Job Description

Under the direct supervision of the SPIU Coordinator and PSAC operations manager, the project Administrative Assistant will perform the following duties and responsibilities;

Administrative Support

• Assists in managing administration operational tasks, as appropriate;
• Follows-up staff planning table (staff annual leave, sickness, unjustified absences, training) and prepares monthly report;
• Follows-up all protocol issues (travel clearance request, travel permits, stay permits, car registration, etc.) in liaison with PSAC project staff;
• Assists in preparation for meetings. Manages the meeting/conference room bookings;
• Receive and record documents from inside and outside NAEB
• Manage the Agenda for the SPIU Coordinator and project operations manager where applicable
• Assist the SPIU Coordinator in all correspondences and make appropriate follow up
• Overseeing the daily administrative activities of the SPIU Coordinator’s and operation’s manager offices,
• Facilitates travel arrangements for both the national and expatriate staff of the office by assisting in preparing all travel arrangements, travel requests, and assists in the preparation of security clearances;
• Support managers and employees through a variety of tasks related to the Institution and communication.
• Provide administrative services to ensure effective and efficient operations (management of meetings, refreshment, request for items in store from logistics, request from procurement of items needed by the office etc)

Secretarial duties

• Follows and registers incoming correspondence and communications from the team members.
• Ensures that replies are sent in a timely manner and Keeps record of all mail sent and all documents given for signature and/or information to the SPIU coordinator and PSAC project;
• Drafts standard and administrative correspondence. Corrects written materials prepared by other staff members as regards format and spelling, make Photocopies and collates documents as requested;
• Creates and maintains the filing and reference systems in conformity with the criteria applicable under various procedures;
• Ensures efficient and effective internal and external communication;
• Provides assistance with respect to scheduling of meetings;
• Generate reports

Front-desk service and telephone communications services

• Monitors all visitors to the office, issues identification cards to them, and directs them to the relevant staff/meeting room as appropriate;
• Manages and operates the central switchboard, answering telephone, responds to routing requests for information;
• Transmits messages and checks the PSAC emails frequently;
• Receives, registers and dispatches all office communication by e-mail, post, WhatsApp, express airmail and telephone;
• Perform personnel and administration duties,
• Coordinate meetings, answering phones, organizing and maintaining filing system, generating reports, typing,
• performing data entry duties. May direct and lead the work of others, and

Assets management Including:

• Regular Ordering office supplies,
• Checking the good condition of the property owned by PSAC; Follows-up the use of the PSAC property and reports on all changes (e.g. stock tacking and tracking); and Monitors maintenance of the office equipment ensuring timely repairs when required;
• Inventory management and updates in case of purchase, transfer, donation and written off in the Inventory Registration Database based on the ID form previously prepared/updated
• Verifies the labelling of all Project property goods in conformity with the inventory database;
• Project Fleet management including monthly vehicles report and preparation of the logistics monthly report, Coordinates the movements and activities of the Drivers; Oversees and ensures proper maintenance and management of vehicles, Follows-up of the Drivers list of duties, shift, logbook, overtime;
• Undertakes any additional tasks as assigned by the SPIU Coordinator and/ or PSAC operation manager and/or Headquarters

Key Competences

• Good drafting skills;
• Good communication skills (both verbal and written);
• Ability to work in a multicultural environment;
• Attention to details,
• Confidentiality;
• Planning and organizing;
• Time management;
• Interpersonal skills;
• Capacity to work in a multitasking position;
• Previous experience in a Governmental or other International Organisation is an advantage;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Fluent in English and/or French and Kinyarwanda.

HOW TO APPLY

The Job Title should be the subject of the email. The motivation letter of interested candidates accompanied by detailed CV with at least three referees, Photocopy of degree, certificates of related job requirements and national identity card should be submitted to NAEB E-mail: recruitment@naeb.gov.rw and copy to elisa.mupenzi@naeb.gov.rw not later than Tuesday 11^th June 2024 at 5:00 PM.

Gabriel MPEZAMIHIGO

Chief Finance Officer