Position: Community Engagement Specialist

Salary Band: 4

Organisational Unit: GIZ / Cluster Digital Transformation & Digital Economy Rwanda

Place of Assignment: Kigali, Rwanda

Initial Contract Period: 15 January 2025 – 31 December 2025

Application Deadline: 23 December 2024

About GIZ and Cluster

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. The GIZ Office in Kigali covers GIZ’s portfolio in Rwanda and Burundi. GIZ Rwanda/Burundi implements projects on behalf of the German Federal Ministry for Economic Cooperation and Development, the European Union and other commissioning authorities in the following priority areas: Sustainable Economic Development; Good Governance; Climate, Energy and Sustainable Urban Development; Digital Transformation and Digital Economy; and regional projects in the Great Lakes Region.

The Cluster Digital Transformation & Digital Economy is home to several GIZ projects, which supports the Rwandan government on the implementation of concrete activities and projects all over the country. These projects include topics like promoting the development of digital solutions for the public sector, develop national strategies, Start-up ecosystem support, artificial intelligence as well as building digital skills and digital literacy for the economic and social development of Rwanda. The projects within the Digital Transformation Cluster are implemented under the guidance of the Ministry of ICT and Innovation (MINICT) and with other sector ministries, local and international private companies, research institutions and the civil society.

An essential part of the portfolio of the Cluster focuses on supporting our partners during the development and implementation of concrete initiatives and projects in several parts of Rwanda in close collaboration between public and private stakeholders.

The Cluster Digital Transformation & Digital Economy Rwanda is currently looking for a highly organized and proactive individual, to support the existing management team in the position as a Community Engagement Specialist. This role is crucial in ensuring the smooth operation of the management functions and enhancing productivity.

Responsibilities

The Community Engagement Specialist is responsible for:

Perform administrative support to members of the management team, upon request, including (but not excluding):

• manage and maintain executes schedules, including appointments, meetings and travel arrangements.
• prepare and organize documents, reports, and presentations for meetings.
• other administrative tasks, 
• coordinating travel arrangements. 

Coordinate the space management of the Digital Transformation Center as an internal and external service, including:

• Sit at reception and welcome guests
• Scheduling the space and booking rooms in relevant tools 
• Collection of feedback after the use of space 
• Monitoring (data collection) of the use of space: Write reports and keep records of events, including minutes, and pictures and ensure they are reported to the management team. 
• Coordinate delegations to support the presentation of the DTC. 
• Support the staff members of DTC with ordering office supplies and managing inventory, others hands-on task upon request.

Core tasks

The Community Engagement Specialist performs the following tasks:

• Establish effective structured processes / workflows for visitor groups and coordinate and prepare visits of high-level delegations to support the presentation of the DTC
• Coordinate logistics for internal and external meetings or workshops, including, equipment setup, and ensuring technical support.
• Ensure the upkeep and cleanliness of the reception and shared spaces, reporting any maintenance needs promptly
• Organize meetings and coordinate the preparation of rooms and the event space, based on internal or external requests
• Collect data / monitor the use of the event space in cooperation with the responsible M&E team
• Coordinate team events or off-site meetings as required
• Support in organizing travel itineraries, including flights, accommodations and transportations of staff members of partner delegations supported by GIZ
• Support management staff with general office duties such as photocopying, scanning and filing (uploading)
• Support records management
• Support event management

Required qualifications, competences, and experience.

Qualifications:

• Bachelor’s degree in Business Administration, Management, or a related field preferred, equivalent work experience may be considered

Professional experience:

• Minimum 2 years of experience as personal assistant or in a similar administrative role.
• Experiences in event management is a plus

Other knowledge, additional competences

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), MsTeams and other relevant software tools
• Proactive in the development and implementation of ideas and proposals
• Strong teamwork ethic and ability to work in teams, multitasking skills. 
• Strong organizational skills with the ability to prioritize tasks effectively
• Attention to details, self-confidence & ability to work in teams. 

Interested candidates should submit their application (motivation letter, updated CV, certificates and references), via our electronic job portal by using the button “Apply Now”; until 23^rd December 2024 at 4:00 PM. All attachments should be put together in one PDF file not larger than 2 MB.

GIZ is a signatory of the Diversity Charter. Recognition, appreciation and inclusion of diversity in the company are important to us. All employees shall be valued - regardless of gender and gender identity, nationality, ethnic origin, religion or belief, disability, social background, age or sexual orientation. We support equal opportunities and welcome applications from people with disabilities.

This includes the provision of reasonable accommodation, if needed, in order to participate in the job application and interview process and to perform essential job functions. Please let us know, if you have any particular requirements should you be invited for assessment/interview or that you wish us to consider, when considering your application.

Women and persons with disabilities are particularly encouraged to apply.

Only shortlisted candidates will be contacted for test and interview.

GIZ Office Rwanda

KN 41 St. / Nr.17, Kiyovu

P.O. Box 59, Kigali,

Rwanda

GIZ reserves all rights!