Assistant-Administrator, Rwanda Office

Job Title

To provide comprehensive administrative, logistical and secretarial support to the Rwanda Liaison Office, ensuring smooth day-to-day office operations and effective support to the Chief Representative in delivering the office’s mandate. Reports to: Chief Representative, Rwanda Liaison Office

Requirements

• Bachelor’s degree in Business Administration, Office Management, Secretarial Studies or a related field from a recognised institution.
• Membership of a relevant professional body, where applicable, and in good standing.
• Certificate or Diploma in Secretarial Studies or Office Administration.
• Proficiency in computer applications (MS Office Suite).
• At least three (3) years’ relevant office administration experience at the grade of Officer or in a comparable position.
• Fulfil the requirements of Chapter Six of the Constitution of Kenya.
• Fluency in English is required; working knowledge of French and/or Kinyarwanda is an added advantage.

Key Duties

• Manage front office operations, including reception, correspondence, telephone and email communication.
• Maintain proper filing, records management and safe custody of office documents.
• Coordinate office supplies, equipment maintenance and vendor management.
• Organise meetings, appointments and travel arrangements for the Chief Representative and visiting Head Office staff.
• Take minutes and prepare correspondence, reports and presentations as required.
• Support the planning and coordination of local events, client visits and stakeholder meetings.
• Support liaison with local authorities, service providers and regulators on administrative and statutory matters (including permits, licences and tax filings).
• Assist in maintaining compliance registers and tracking renewal deadlines for licences and statutory obligations.
• Assist in maintaining petty cash records, basic bookkeeping and expense tracking for the office.
• Support budget tracking and procurement processes for the Liaison Office.