Administrative Assistant at Practical Action

ABOUT US

We are an international development organization putting ingenious ideas to work so people in poverty can change their world.

We help people find solutions to some of the world’s toughest problems. Challenges made worse by catastrophic climate change and persistent gender inequality. We work with communities to develop ingenious, lasting, and locally owned solutions for agriculture, water and waste management, climate resilience and clean energy. And we share what works with others, so answers that start small can grow big.

We are a global change-making group. The group consists of a UK registered charity with community projects in Africa, Asia and Latin America, an independent development publishing company and a technical consulting service. We combine these specialisms to multiply our impact and help shape a world that works better for everyone. 

OUR AIMS

We help people find solutions to some of the world’s toughest problems, made worse by catastrophic. climate change and persistent gender inequality. Our aims are to:

• Make agriculture work better for smallholder farmers, many of them women, so they can adapt to climate change and achieve a good standard of living.
• Help more people harness the transformational effects of clean affordable energy and reduce avoidable deaths caused by smoke from indoor stoves and fires.
• Makecities in poorer countries cleaner, healthier places to live and 
• Build disaster resilience into the lives ofpeople threatened by hazards – reducing the risk of hazards and minimizing their impact on lives and livelihoods. 

PRACTICAL ACTION IN RWANDA

In Rwanda, we are recognized leaders in clean cooking and sustainable energy solutions. This includes ground-breaking work in solar, wind and water powered electricity generation, often delivered through independent mini grids. We bring rural communities, people in refugee camps, energy providers and decision makers together to put sustainable, clean energy solutions to work for the people who need them most.

In our strategic business plan 2021-2025, we propose to extend our current reach and scope in Rwanda by deepening our energy work and stretching our portfolio to work with small holder farmers to make agriculture work better for them.

ABOUT THE ROLE

Practical Action in Rwanda seeks to recruit an Admin/Receptionist Assistant. The postholder will be responsible to perform administrative tasks to support daily business operations. S/he will provide a comprehensive, effective, customer focused and pro-active administrative services to Practical Action Rwanda Country Office. The postholder, will be responsible for archiving, answering phone calls, managing schedules, and organizing files.

S/he will often be the first point of contact for visitors. In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

S/he will play a prominent role in creating a welcoming environment.

SCOPE

Title: Administrative Assistant

Reporting to: People & Culture Coordinator

Direct reports: None

Matrix reporting:None

Location: Kigali, Rwanda

ACCOUNTABILITIES

The Administrative Assistant, under the supervision of the People & Culture Coordinator will primarily be responsible for the following:

Office Administration and front desk (75%)

• Responsible for ensuring that all administrative aspects of the Kigali Office and field office are delivered according to the best practice administrative standards and in the compliance with the local law and Practical Action rules and regulations.
• Act as a first point of contact for the office, greet customers and clients who visit the office, assisting them with enquiries /references while directing them appropriately.
• Manage incoming and outgoing official calls within the office through the switch board.
• Propose and champion ways to reduce usage and cost of phones.
• Provide secretarial service for Country Office meetings and events.
• Summarize monthly bills for telephone and courier and provide input to Finance for charging to specific project budgets.
• Ensure that the front office reception is maintained neat, tidy, and welcoming always.
• Incoming and outgoing mail management, record and dispatch cheques and other payments made by the office for collection/delivery.
• Organize meetings and events ensuring that appointments are realistically planned regarding timing and venue; venue, catering and resources are booked appropriately; and preparing materials to support the event.
• Creating, updating, and maintaining records and databases, sort and deliver in-office mail and memos, and review documents for errors before they are sent out of the office.
• Manage schedule for meetings and events, as well as make booking arrangements for conference and meeting rooms.
• Keep a tracker for monitoring and maintaining office equipment and supplies; order replacement supplies as needed while making sure that the office does not run out of supplies.
• Manage small purchases in the office.
• Process, and monitor the payment of utility bills (water, electricity) and Job in Rwanda invoices.
• Manage different errands for office in coordination with other staff.
• Supervises the work of the cleaner and gardener and ensures the daily cleanliness of the premises.
• & efficient operation of the kitchen
• Preparing correspondence, documentation, or presentation materials for management approval and implementation.
• Assist in monitoring performance and compliance for service level contracts.
• Manage the general e-mail addresses and ensure that information is distributed to appropriate staff in a timely manner.
• Ensure that all invoices related to administration goods and services are checked and settled on time (hotel accommodation, conferences, refreshments and other).
• Fill all administrative forms and get approval from relevant authorities.
• Prepare administration cost benefit operations reports.

Logistics Support (15%)

• In consultation and collaboration with the logistics and procurement officer:
• Receiving goods and services while ensuring right quantities are delivered and quality services rendered as per respective purchase orders.
• Assist in domestic travel/transport arrangements for staff and visitors in Rwanda, including domestic airline tickets, office vehicles and taxis.
• Assist in international travel arrangements for staff and visitors to Rwanda.
• Provide administrative assistance and logistical support for workshops and meetings; work with the relevant officers, to ensure booking of venue and availability of all materials and equipment required.
• Conduct regular checks on office maintenance (furniture and fittings) and report any defects to Procurement and Logistics officer.
• Support in reviewing invoices for correctness, posting of the invoices, and raising payments.

Human Resources (10%)

• In consultation and collaboration with the people & culture coordinator
• Maintaining an accurate leave tracker
• Support in organizing staff welfare and well-being activities.
• Assist in recruitment logistics – arranging interviews and participating in on boarding/off-boarding of staff.
• Work effectively as a member of the Team by giving other work-related support as may be requested from time to time by team members.

PERSON PROFILE & QUALIFICATIONS

To be successful in the role, the ideal candidate will be able to demonstrate:

Academic and Professional Qualifications

• A relevant University degree at least at bachelor’s degree level in relevant areas; Business Administration, Human Resources, Social Science, any other relevant field

Relevant Working experience

• At least 2 years work experience in similar role within an international setting
• Knowledge an understanding of Rwanda labor law
• Experience in property management, logistics, procurement, inventory contract and/or other related fields.
• Highly developed relationship building and interpersonal skills.
• Highly developed verbal and communication skills including fluency in English.
• Highly developed strategic thinking ability and strong analytical skills
• Ability to liaise with a diverse range of people, stakeholders, and customers.
• Strong time management and organizational skills
• High levels of attention to detail and quality

Skills and Knowledge

• Computer literacy (including advanced excel skills)
• Commitment to Practical Action mission and values
• Initiative, flexibility, and ability to work independently as well as in a team.
• High levels of self-motivation and initiative
• Ownership and accountability of own work
• High levels of confidentially and integrate.
• Strong communication in English and Kinyarwanda

HOW TO APPLY

Interested candidates should submit their application letter, C.V., and copies of educational and experience certificates to recruitment.rwanda@practicalaction.org

The application deadline is 25^th August 2024.

Practical Action is an equal opportunities employer, and we encourage applications from under-represented groups.  We stay committed to cultivating an inclusive and diverse working environment and believe that people from different backgrounds or cultures give us different perspectives, and the more perspectives we have, the more successful we will be. By building a culture where everyone feels heard, respected, and valued we give everyone working with us the opportunity to achieve their full potential.

Only short-listed candidates will be contacted.