University of Global Health Equity is a health sciences university in Rwanda. An initiative of Partners In Health, UGHE is a private, not-for-profit, accredited institution

Reports To

Head of Grants

Location

Kigali, Rwanda with occasional travel as required.

Position Type

Full-time, fixed-term, three years

Direct Reports

None

Key Working Relationships

guide Gates Foundation Partnerships; Administrative Assistant (Grant), Senior Advisor and Project Coordinator; Head of Grants; Finance and Grants Management; ANA, ANN and Jhpiego

Background

With assist from the Gates Foundation, UGHE is expected to serve as the primary grant recipient and institutional steward for investments supporting the African Neonatal Association (ANA), the African Neonatal Network (ANN), and government-led neonatal respiratory care investment roadmaps implemented with Jhpiego. UGHE will administer grants and subawards, oversee financial and programmatic accountability, and report progress and results to the Foundation. With the increasing number of Gates Foundation investments, moving towards a single account and oversight guide is needed.

Purpose of the Job

The Administrative Assistant (Grants) will deliver administrative documentation, coordination and operational assist to the investments through the grant’s life cycle.

The Administrative Assistant (Grants) will assist the effective administration of grants by maintaining accurate records, coordinating communication and meetings, tracking deadlines and deliverables, organizing grant documentation, and facilitating timely follow-up on administrative and reporting requirements.

The role contributes to efficient grant administration, compliance with UGHE policies and donor requirements, and effective collaboration among the Grants Management team, finance, program teams, and external funding partners.

The Administrative Assistant (Grants) will report to the Head of Grants.

Key Responsibilities

a. General Administration

• deliver day-to-day administrative assist to the project activities implantation.
• organize meetings, appointments, workshops, training sessions, and other project-related activities.
• produce meeting agendas, take minutes, keep attendance records, and follow up on action points.
• organize travel arrangements, logistics, and related documentation for grants staff and project activities.
• produce routine correspondence, memos, presentations, and other administrative documents.
• Other duties as assigned.

b. Grants Documentation and Records Management

• Follow up with project teams, Finance, Procurement, Human Resources, and other relevant departments to obtain required information and documentation.
• help with compiling financial and programmatic information required for internal monitoring and donor reporting.

c. Communication and Stakeholders Coordination

• keep contact lists and stakeholder directories for donor and implementing partners.
• help with compiling grants close out files and assist the coordination of the final evaluate meetings.

Qualifications, Knowledge, and Skills

a. Academic qualifications

A bachelor’s degree in business administration, Accounting, Finance or related field.

b. Experience

At least one year of relevant experience in administrative assist, project administration, grants administration, or related field.

Experience working with a university, research institution, NGO, or donor-funded organization is an advantage.

c. Technical competencies

• Demonstrated strength in relevant computer software including Excel, Word, and PowerPoint.
• Fluency in English is required, proficiency in Kinyarwanda is preferred.
• Superior attention to detail and adaptability to rapidly changing work environments.
• Commitment to Global Health Equity and Social Justice.

d. Behavioral competencies

• Demonstrated competence in assessing priorities and managing a variety of activities in a time-sensitive environment.
• Ability to make decisions based on data findings.
• Exemplars interpersonal skills.
• Ability to work in a fast-paced, start-up environment leading to new initiatives.
• Flexibility and adaptability.
• Ability to effectively collaborate with culturally diverse staff across departments and countries.
• Exemplary written and oral communication skills.
• Demonstrated tactical thinking and analytical skills.
• Good judgment and creative problem-solving.
• Possess diplomatic instincts, the ability to gracefully and humbly work within challenging professional contexts requiring tact and judgment.

• Deliver day-to-day administrative support to project activities.
• Organize meetings, appointments, workshops, training sessions, and other project-related activities.
• Prepare meeting agendas, take minutes, maintain attendance records, and follow up on action points.
• Organize travel arrangements, logistics, and related documentation for grants staff and project activities.
• Prepare routine correspondence, memos, presentations, and other administrative documents.
• Follow up with project teams, Finance, Procurement, Human Resources, and other relevant departments to obtain required information and documentation.
• Assist with compiling financial and programmatic information required for internal monitoring and donor reporting.
• Maintain contact lists and stakeholder directories for donors and implementing partners.
• Assist with compiling grants close-out files and coordinating final evaluation meetings.

• Excel, Word, and PowerPoint
• Fluency in English
• Kinyarwanda proficiency preferred
• Attention to detail
• Priority assessment and time management
• Data-based decision-making
• Interpersonal skills
• Written and oral communication
• Tactical thinking and analytical skills
• Judgment and creative problem-solving
• Flexibility and adaptability
• Collaboration with culturally diverse teams
• Diplomacy, tact, and professional judgment

• Bachelor’s degree in business administration, Accounting, Finance or related field.
• Experience working with a university, research institution, NGO, or donor-funded organization is an advantage.
• Commitment to Global Health Equity and Social Justice.