1. Job Title: Record Management Officer

Job responsibilities

• Receive and check incoming and outgoing mails ;

• Record incoming and outgoing mails;

• Scan and submit incoming mails through E-mboni system;

• Ensure timely distribution of all Incoming/outgoing mails

• Facilitate Ministry staff to access documents;

• Ensure the security of the Ministry’ correspondences and stamp;

• Write and submit on regular basis (monthly and quarterly) reports of the central secretariat.

• Maintain a current and accurate filing system;

• Ensure timely filling of documents;

• Take minutes of meetings chaired by Director Administration and Finance and file.

• Receive and answer telephone calls and orient them accordingly;

• Receive Ministry ‘clients/visitors and provide orientation.

Qualifications

• Bachelor’s Degree in Secretarial Studies, Public Administration, Administrative Sciences, Management, Office Management, Arts and Publishing, Information Science, Library Studies with 0 Year of relevant experience

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2. Job Title: Contracts Management Officer

Job responsibilities

• Organize and participate in contract negotiation;

• Provide information/support documents for contract drafting to the Legal affairs officer;

• Drafts procurement contracts involving the Ministry

• Reviews and advises on procurement contracts involving Rwandan Diplomatic missions

• Heads the internal contract management committee, aimed at preventing contract execution disputes

• Takes part in handling litigations pertaining to contract execution

• Takes part in mediations on procurement disputes involving Diplomatic Missions accredited to Rwanda

• Follow-up of contract execution and completion in collaboration with the user department;

• Prepare certificates of completion for suppliers;

• Ensure a proper and safe filling system for all procurement contract;

• Submit periodical reports to the Division Manager and the Permanent Secretary on contract execution and advise accordingly;

• Ensure compliance to procurement laws and regulations (transparency, integrity and equity etc.)

Qualifications

• Master's Degree in Law, International Law with 1 Years of relevant experience

• Bachelor's Degree in Law, International law with 3 Years of relevant experience

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3. Job Title: Director Of Planning Unit

Job responsibilities

• Coordinate strategic planning process and ensure that the strategic plans are results-oriented.

• Coordinate the development ,review and implementation of ministry 'performance contract.

• Prepare and review of the ministry strategic plan.

• Coordinate the embassies and high commission strategic plans.

• Ensure that the ministry's programs and plans are aligned to the National Development policy Agenda.

• Monitor and evaluate the annual plans.

• Formulate a development and analysis of foreign policy.

• Ensure Quality reports of the ministry programs and plans are timely submitted.

• Develop and strengthen a relationship with stakeholders and organize meeting for annual review at the end of the programs.

• Ensure Orientations and resolutions of sector Working Groups are well implemented.

Qualifications

• Bachelor's Degree in Economics, Public Administration, Administrative Sciences, Project Management, Public Policy, Management, Development Studies with 5 Years of relevant experience

• Master's Degree in Economics, Management, Business Administration, Public Administration, Development Studies, Project Management and Planning, Project Planning, public policy and management with 4 Years of relevant experience

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4. Job Title: Planning, M&E Specialist

Job responsibilities

• Assist heads of units to develop systematic and realistic monitoring system that capture data to report on ministry performance contract.

• Build capacity of other staff member in logical framework and result oriented monitoring and evaluation.

• Align Embassies and high commission annual plans with MINAFFET's strategic plans.

• Contribute to the preparation of annual MINAFFET Action plan.

• Develop institution performance contract.

• Promote result based on planning ,monitoring and evaluation.

• Ensure that reporting tools available and updated.

• Notify units of reporting deadlines.

• Consolidate monthly quarterly and annual reports from the heads of units and submit them for approval.

• Design an operational framework for monitoring program activities.

• Promote a result-based on approach to monitoring and evaluation emphasizing result and impacts.

• Coordinate the preparation of all monitoring and evaluation report and guide staff and exciting partner in preparing their progress reports in accordance with approved monitoring reporting formats and ensure their timely submission.

• Prepare consolidated progress reports for the management including identification problems caused of potential bottlenecks in implementation and providing specific recommendations.

• check that monitoring data are discussed in the management meeting and in a timely fashion on terms of implementations of future action.

Qualifications

• Bachelor's Degree in Economics, Project Management, Development Studies with 4 Years of relevant experience

   

• Master's in Economics, Project Management, Management, Business Administration, Development Studies with 3 Years of relevant experience

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5. Job Title: Administrative Assistant

Job responsibilities

• Keep the diary of appointments of the Minister.

• Receive and orient visitors of the Minister.

• Prepare the Minister's travels, missions and meetings.

• Filing both electronic and hard documents in the office of the Minister.

• Orient correspondences and monitor to ensure that feedback is provided.

• Receiving text messages or telephone calls for the Minister.

• Responding to the Minister's on the corrections documents / files before it is signed.

• Typewrite texts from the Minister.

Qualifications

• Bachelor’s Degree in Public Administration, Administrative Sciences, Sociology, Management, Law, Office Management, Social Work, Business Management, Secretarial Studies with 0 Year of relevant experience

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6. Job Title: Administrative To Ambassador At Large In Charge Of African Integration

Job responsibilities

• Keep the diary of appointments of the Ambassador at Large in Charge of African Integration.

• Receive and orient visitors of the Ambassador at Large in Charge of African Integration.

• Prepare the Ambassador at Large in Charge of African Integration's travels, missions and meetings.

• Filing both electronic and hard documents in the office of the Ambassador at Large in Charge of African Integration.

• Orient correspondences and monitor to ensure that feedback is provided.

• Receiving text messages or telephone calls for the Ambassador at Large in Charge of African Integration.

• Responding to the Ambassador at Large in Charge of African Integration's on the corrections documents / files before it is signed.

• Type write texts from the Ambassador at Large in Charge of African Integration.

Qualifications

• Bachelor’s Degree in Secretarial Studies, Public Administration, Administrative Sciences, Sociology, Law, Office Management, Social Work with 0 Year of relevant experience

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7. Job Title: Director Of Human Resource And Administration Unit

Job responsibilities

• Prepare and implement the annual human resource plan to support the overall strategic aims and objectives of the institution.

• Identify, design and implement strategic human resource projects, as and when required.

• Advise on recruitment process and ensure candidates fit the job requirements.

• Advise on the process of advertisement of vacancies and assess applications and interview of applicants.

• Advise on the management and orientation of new employees, process probationary reviews, new employee evaluations and terminations.

• Analyze the skills and qualities required for each particular job and provide guidelines for developing job descriptions and specifications.

• Work closely with senior and line managers, providing them with expert guidance, coaching and support on the full range of HR activities (including policies and procedures, terms and conditions of employment, human resource and career development, restructuring of services, performance management, human resource planning etc.), in order to ensure a consistent and fair approach to human resource management throughout the institution.

• Keep up to date with HR legal developments and advise management on compliance and risk factors.

• Manage investigations, disciplinary and grievance matters in conjunction with the Director General and the Director in charge of HR.

• Provide advice and guidance on individual employee relations cases, ensuring that these are well managed and meet the requirements of related policies and employment legislation.

• Ensure that managers and staff are aware of the policies and procedures and able to operate them effectively.

• Provide support to staff on HR issues, as and when required.

• Ensure that staff are informed and updated on key business and issues regarding strategic HR management.

• Carry out a research on staff performance appraisal and advise on improvement if necessary;

• Provide advice on performance management process.

• Custodian of effective performance management practices.

• Ensure that performance management is standardized and that all employees are informed of and trained in the application of the performance management model and system.

• Monitoring the implementation of the performance appraisal and ensuring that mid-term and annual appraisals are carried out in a timely manner and followed up.

• Consolidating Reports on the results of performance appraisal.

• Lead programs that are aimed at improving employee morale.

• Identify and analyze current institution effectiveness and propose solutions to address the gaps.

Qualifications

• Master's Degree in Human Resource Management with 1 Years of relevant experience

• Master's Degree in Management, Business Administration with specialization in Human Resource with 1 Years of relevant experience

• Bachelor’s Degree in Public Administration, Administrative Sciences, Human Resource Management with 3 Years of relevant experience

• Bachelors Degree in Management, Business Administration, Public Administration, Administrative Sciences with a recognized Human Resource Professional Certification with 3 Years of relevant experience

   

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8. Job Title: Planning, Monitoring And Evaluation Officer

Job responsibilities

• Prepare MINAFFET quarterly performance contract reports.

• Coordinate the evaluation of embassies and high commission performance contract reports.

• Analyze and review Embassies and high commission weekly reports and provide feedback on strategic accomplishment.

• Prepare Embassies monthly reports on investment and Rwandan Community Abroad.

Qualifications

• Bachelor's Degree in Economics, Project Management, Management, Business Studies, Development Studies with 0 Year of relevant experience

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