Administrative Assistant and Receptionist at Education Development Center (EDC)

Administrative Assistant and Receptionist– Rwanda – Ibitabo Hose Ku bana Bose 

Position system title: Administrative Assistant

Position Location: Kigali, Rwanda 

Project Name: Ibitabo Hose Ku bana Bose

Anticipated Start Date: Immediately 

EDUCATION DEVELOPMENT CENTER (EDC)

With a focus on vulnerable and underserved people, the Education Development Center (EDC) is a nonprofit organization that pushes long-term solutions to enhance education, foster health, and increase economic opportunity.  Since 1958, we have been a global leader in creating, putting into practice, and assessing effective and cutting-edge programs in more than 80 nations.

EDC advocates for equity and open access to high-quality health and education services and goods that support vibrant communities where individuals from many backgrounds can come together to study, live, and work. In order to improve and enrich our work, we foster an inclusive workplace culture that welcomes many viewpoints and deepens our knowledge of the communities we serve.   

Equity, diversity, and inclusion are values that EDC upholds in the workplace.

We're searching for people who value cultural sensitivity in today's environment and share EDC's dedication to it.

Project Description

The main goals of the three-year, USAID-funded Ibitabo Hose Ku bana Bose (IHKB) Project are to improve reading outcomes by strengthening the market system for teaching and learning materials and increasing the availability, affordability, and quality of books and other reading materials (both physical and digital) in communities, homes, and schools.

Position Description

Working closely with the Human Resources and Operations Specialist and the Finance and Administration Manager in accordance with the established standards and processes for EDC projects in Rwanda, the Admin Assistant and Receptionist will provide complete administrative and operational assistance to EDC. The Human Resources and Operations Specialist is the person in charge of this position. The location of this position is Kigali. 

The following are only a few examples of essential functions:

Reception:

• Control the switchboard and the reception desk;
• Gather, send, and save all official correspondence.
• Greeting and directing guests to the right staff or meeting spaces within the company Collecting and scheduling couriers
• Maintain the general cleanliness of the meeting rooms, including the outdoor and indoor reception areas. 

Administration and Operations:

• Provide the team and departments with comprehensive administrative support.
• Make all administrative templates available to the project team.
• Help the COP manage meeting schedules by scheduling meetings with external stakeholders, following up on such meetings, and maintaining and updating appointment calendars.
• Keep records of all correspondence, and file them;
• Support the organization of the logistics for EDC employees' and other visitors' overseas travel, which includes making reservations for lodging and flights and coordinating airport pickup and drop-off.
• Assist the leadership team and EDC Chief of Party with their administrative needs.
• Achieve correct labeling of all project assets in accordance with EDC and donor criteria.
• Help the finance and administration manager to regularly reconcile physical stock of office supplies and stationery against book records;
• Manage petty cash, keep petty cash reports, and preserve petty cash;
• Help the finance and administration team to update the project's asset inventory.
• Send pertinent correspondence.
• Organize catering and other logistical support for meetings taking place in the meeting room(s).
• Control over administrative forms and template management.
• Maintaining the conference/meeting rooms' general cleanliness and their booking log.
• Collaborate closely with the operations team to offer assistance when needed
• Interact with senior management on matters including the logistics and transportation of visitors. 

Human Resources:

• Assist the HR/Operations Specialist in keeping HR records, such as staff vacation plans, up to date and used in accordance with EDC policy;
• Support the HR/Operations Specialist in collecting employee timesheets on a regular basis and checking them for accuracy. Support the HR/Operations Specialist in ensuring that the time and attendance policy is implemented by project staff in accordance with EDC internal standards.
• Carry out any additional tasks that your supervisor may ask you to. 

Organizational Relationship

Supervisor: A human resources and operations specialist who regularly communicates with the leadership, finance, and administration manager.
The following prerequisites must be met by each applicant for the post of administrative assistant:

Education:

Required: A secondary education or vocational training.
Required for (Clerical) positions are a secondary education and one to two years of experience OR (Non-Clerical) vocational education. 

Skills and Experience:

• A minimum of one year in a comparable position
• Should act in a professional manner
• Excellent oral and written English skills
• Highest level of confidentiality demonstrated
• Strong interpersonal and organizational abilities as well as the capacity to work in a team-oriented environment.
• Working familiarity with fax, scanner, and photocopier among other common office tools
• Excel, Word, and Power Point proficiency shown using Microsoft Office Suite programs is preferred. Computer proficiency is necessary.
• Must be able to negotiate diplomatically, operate in a cross-cultural environment, and perform effectively under pressure.

Language:

English proficiency is necessary. 

Application guidelines: 

Deadline is July 17, 2023

To apply click on Apply Now Button.

Only finalists will receive notifications due to the volume of submissions received.  Do not call, thank you. 

EDC is dedicated to increasing workplace equity and inclusivity while also diversifying its workforce. EDC is a smoke-free workplace that provides a friendly atmosphere, a competitive wage, and top-notch benefits. Applications from women, people of color, and those with impairments are encouraged.