Job title: Administrative Assistant

Location: Kigali, Rwanda

Company: Equip Rwanda Ltd

About Equip Rwanda

Equip Rwanda Ltd is a private company officially registered by the Rwanda Development Board (RDB) in 2020. The company is committed to promoting the growth and sustainability of Micro, Small, and Medium Enterprises (MSMEs) in Rwanda by offering “hire and purchase” services for essential business equipment. In addition, Equip Rwanda provides business development training, coaching, and guidance to empower entrepreneurs especially youth-led enterprises to boost their businesses, increase productivity, and contribute to national economic development.

Driven by a vision to eradicate unemployment among the young population of Rwanda, Equip Rwanda’s mission is to stimulate stable growth of MSMEs through providing access to valuable equipment and practical business development support. By equipping promising entrepreneurs with tools, knowledge, and opportunities, the company plays a key role in job creation, economic empowerment, and reducing youth unemployment across Rwanda.

We are growing and looking for administrative assistant to join our team.

Job Summary

The Administrative Assistant is responsible for ensuring smooth administrative operations by managing client documentation, preparing client contracts, coordinating payments, maintaining accurate records, and supporting compliance processes. The role ensures, efficiency, professionalism, and timely follow-up on all administrative tasks related to clients, equipment insurance, cosigners, and suppliers.

Key Responsibilities

Client Documentation and contract

• Prepare client contracts and verify that they are signed and notarised.
• Scan all client documents and upload them to Google Drive, ensuring proper organization and confidentiality.
• File client letters and maintain an up-to-date client documentation in the client file.
• Draft official response letters to clients as required.

Cosigner Assessment and Verification

• Analyse cosigner profiles to determine eligibility and risk compliance.
• Ensure all cosigner documents are complete, accurate, and aligned with company requirements.

Payment Preparation and Follow-Up

• Prepare payment requests for clients and suppliers.
• Complete fund request forms accurately and submit them for approval.
• Follow up on payment processing to ensure timely disbursements and settlements.

Insurance and Supplier Coordination

• Follow up on equipment insurance and ensure policies are valid and up-to-date.
• Track and follow up on EBM invoices from suppliers to ensure compliance and proper filing.

General Administrative Support

• Maintain an organized filing for all client files and documents.
• Provide administrative support to management and other departments as needed.
• Handle any other administrative duties assigned by the supervisor.

Qualifications and Experience

• Diploma or Bachelor’s Degree in Business Administration, Management, Finance, or related field.
• Minimum of 1–2 years of administrative experience (preferably in finance, microfinance, or a service-based company).
• Experience with document management and Google Drive is an added advantage.

Skills and Competencies

• Strong organizational and documentation skills.
• Attention to detail and ability to maintain accuracy.
• Good communication and letter-writing skills.
• Ability to analyse client and cosigner profiles.
• Proficiency in MS Office and Google Workspace.
• Ability to work independently and follow up proactively.
• Professionalism, flexibility, integrity, and confidentiality.

Languages:

• Native Kinyarwanda speaker.
• Fluent in English.
• French is an added advantage.

What We Offer

• Medical insurance
• Supportive and mission driven work environment
• Opportunity to contribute to SME growth and Rwanda’s economic development

Contract Details

• Type: 1-year contract (3-month probation)
• Renewable: Yes, based on performance

How to Apply

• Send your CV, Cover Letter, ID, and Academic Certificates to:
• ? info@equip-rwanda.com 
• ? CC: mrubagumya@equip-rwanda.com 
• Subject Line: Administrative Assistant Job Application
• ? Deadline: 26th November 2025 at 12:00 AM