Exciting Job Opportunity: Management Assistant ConsultancyOpportunities

Embassy of the Kingdom of the Netherlands in Kigali

Full-time position – 40 hours per week

Recruitment managed by Sandberg Ltd

The Embassy of the Kingdom of the Netherlands in Kigali is looking for an organised, proactive and service-oriented Management Assistant to support the Ambassador, management team and other Embassy colleagues.

This is an exciting opportunity for a motivated professional who enjoys a varied role and is ready to provide support wherever needed. The position combines administrative support, office coordination, communication, travel arrangements, meetings, events and other day-to-day Embassy activities.

The Embassy is looking for a hands-on person who takes initiative, follows tasks through and enjoys finding practical solutions in a professional and international working environment.

Main Responsibilities

The Management Assistant will:

• Provide administrative and practical support to the Ambassador, management team and Embassy colleagues;
• Manage calendars, appointments, meetings, correspondence and incoming requests;
• Monitor deadlines, priorities and follow-up actions;
• Draft emails, letters, meeting minutes, reports and other documents;
• Welcome visitors in a professional and service-minded manner;
• Support Embassy events, meetings and receptions, including practical and logistical arrangements;
• Coordinate travel, transport, schedules, invitations and appointments;
• Maintain organised digital and physical filing systems;
• Support internal communication and coordination;
• Handle confidential information with discretion;
• Assist with other administrative, organisational and practical tasks as required.

Candidate Profile

The ideal candidate:

• Is proactive, hands-on and willing to support with different types of tasks;
• Is well organised and able to manage several responsibilities at the same time;
• Has strong written and verbal communication skills;
• Pays close attention to detail;
• Takes responsibility and follows tasks through to completion;
• Can identify priorities and work independently;
• Has a strong service-oriented and client-focused mindset;
• Is confident and professional when interacting with colleagues, visitors and external partners;
• Has a positive attitude and shows team spirit;
• Is comfortable working in an international and multicultural setting;
• Demonstrates professionalism, integrity and discretion.

The position is open to qualified candidates regardless of gender. Candidates from different professional backgrounds are encouraged to apply.

Education and Experience

Applicants should have:

• A diploma, degree or relevant professional qualification in office administration, business administration, secretarial studies, executive assistance, communication or a related field;
• At least 4 years of relevant professional experience in administration, office support, personal assistance, event coordination, customer service or a similar role;
• Experience supporting meetings, travel, events or logistical arrangements;
• Previous experience in an international, diplomatic, development or corporate environment is an advantage, but not required.

Language Requirements

Applicants must have an excellent command of written and spoken:

• English;
• Kinyarwanda;
• French.

Digital and Administrative Skills

Applicants should demonstrate:

• Good knowledge of Microsoft Word, Excel, PowerPoint and Outlook;
• Strong email, calendar and document-management skills;
• The ability to prepare clear and professionally presented documents;
• Strong attention to accuracy, formatting and detail;
• The ability to handle confidential information appropriately.

Employment Conditions

• Location: Embassy of the Kingdom of the Netherlands in Kigali;
• Working hours: 40 hours per week;
• Contract: One-year contract, with the possibility of extension;
• Starting date: By agreement;
• Salary: In accordance with the Embassy’s applicable salary scale and the successful candidate’s qualifications and experience.

• Provide administrative and practical support to the Ambassador, management team and Embassy colleagues;
• Manage calendars, appointments, meetings, correspondence and incoming requests;
• Monitor deadlines, priorities and follow-up actions;
• Draft emails, letters, meeting minutes, reports and other documents;
• Welcome visitors in a professional and service-minded manner;
• Support Embassy events, meetings and receptions, including practical and logistical arrangements;
• Coordinate travel, transport, schedules, invitations and appointments;
• Maintain organised digital and physical filing systems;
• Support internal communication and coordination;
• Handle confidential information with discretion;
• Assist with other administrative, organisational and practical tasks as required.

• Strong written and verbal communication skills
• Attention to detail
• Ability to work independently and identify priorities
• Service-oriented and client-focused mindset
• Confident and professional interaction skills
• Positive attitude and team spirit
• Comfortable working in an international and multicultural setting
• Professionalism, integrity and discretion
• Good knowledge of Microsoft Word, Excel, PowerPoint and Outlook
• Strong email, calendar and document-management skills
• Ability to prepare clear and professionally presented documents
• Strong attention to accuracy, formatting and detail
• Ability to handle confidential information appropriately

• A diploma, degree or relevant professional qualification in office administration, business administration, secretarial studies, executive assistance, communication or a related field
• At least 4 years of relevant professional experience in administration, office support, personal assistance, event coordination, customer service or a similar role
• Experience supporting meetings, travel, events or logistical arrangements
• Previous experience in an international, diplomatic, development or corporate environment is an advantage, but not required
• Excellent command of written and spoken English, Kinyarwanda, and French