Project & Team Assistant (Rwanda)

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Job Summary

Reporting to the Country Representative, the Team Assistant will play a key role in maintaining the country offices.

  • Minimum Qualification: Bachelor
  • Experience Level: Mid level
  • Experience Length: 5 years

Job Description

Key Job Role

 

Reporting to the Country Representative, the Team Assistant will play a key role in maintaining the country offices. This position will have frequent interactions with other Foundation staff in Toronto, Canada.  

 

Duties and Responsibilities

·         Act as the office’s first point of contact for any queries and answer internal and external calls promptly and politely.

·         Build, liaise and sustain relationships with employees, external stakeholders and general public on behalf of the Country Office.

·         Provide administrative support to all Rwanda office staff.

·         Manage office calendars including prioritizing and resolving scheduling conflicts as required.

·         Coordinate logistics of project meetings and events including room bookings, catering, refreshments etc. Prepare meeting materials as appropriate. 

·         Coordinate and/or support global travel arrangements including hotel bookings, ground/air transportation, travel itineraries and meeting briefs in advance of all trips. This could also include visas, expense reports etc.

·         Manage agenda and take minutes at team meetings. Create, maintain and update the organization of files and records for teams.

·         Maintain organization of the database, shared network drives and SharePoint sites. 

·         Assist with budget preparation and forecasting.

·         Assist with special projects. 

·         Facilitate internal communication within the Country Office.

·         Other duties as assigned.

 

Skills and Qualifications

·         A College diploma or University degree is required

·         Minimum 3 - 5 years of experience in an Administrative Assistant role in a fast-paced environment. Local experience preferred.

·         Detail-oriented with a demonstrated ability to consistently and effectively produce high quality work. and possess a "take charge" attitude and sense of ownership.

·         Strong communication skills in English; written and spoken, and ability to communicate in Kinyarwanda. French is an added advantage.

·         Service oriented with a willingness to take on a variety of tasks/activities.

·         Able to work independently with little direction or supervision and possess ability to coordinate and manage multiple projects.

·         Flexible and adaptable to changing priorities. 

·         Proficient in MS Office applications (PowerPoint, Word, Excel, Office 365 and SharePoint).

·         Professional maturity, sensitivity with different cultures and impeccable integrity.

·         Ability to set and achieve clear objectives.

·         Complete other duties as assigned.

·         You are flexible, adaptable, and able to execute a range of job duties and changing priorities.

·         You possess excellent verbal, written, and presentation skills with the ability to articulate information to a variety of constituents across cultures.

·         Excellent prioritization and time management skills.

·         Excellent interpersonal skills, exhibiting grace under pressure.

·         Excellent initiative

·         You possess professional maturity, sensitivity with different cultures, and impeccable integrity that exemplify the Foundation’s values.

 

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