Background

Rwanda Medical Supply (RMS) is a state-owned company established by the Government of Rwanda with a mandate of managing end to end health supply chain for Rwanda.

RMS Ltd mission is to be the leading health supply chain institution in Africa which ensures availability and affordability of quality assured health commodities by 2030. RMS Ltd’s vision is a thriving Rwanda: Where everyone has the health resources, they need to live a long and fulfilling life. Our comprehensive supply chain management ensures that healthcare providers have the resources they need to deliver quality care.

To achieve this mandate and become the leading health commodities supply chain agency in Rwanda and beyond, RMS is looking for a competent candidate to serve as Administrative Assistant.

Position overview

This role is designed for a dedicated professional who will manage correspondence, optimize record-keeping, and streamline daily operations within the Executive office. The ideal candidate will bridge the gap between high-level executive requirements and daily office workflows, ensuring that the Executive office operates with maximum efficiency, accuracy, and confidentiality.

Duties and responsibilities

Correspondence & Information Flow

• Manage the incoming and outgoing information flow in a timely, accurate, and highly professional manner.
• Screen, sort, and distribute correspondence, emails, and phone calls, drafting appropriate responses where necessary.
• Act as a reliable liaison between the Executive office and internal departments or external stakeholders.

Document Management & Record-Keeping

• Classify, organize, and securely maintain files, confidential records, and critical corporate documents belonging to the executive offices.
• Establish and maintain efficient digital and physical filing systems for quick retrieval and optimal data security.

Logistics & Travel Coordination

• Make comprehensive travel and accommodation arrangements for executive staff, ensuring seamless itineraries and alignment with corporate budgets.
• Coordinate schedules, manage calendars, and provide logistical support for executive meetings, board sessions, and corporate appointments.

Executive Support & Governance

• Prepare meeting rooms, compile briefing materials, and occasionally take minutes during executive-level sessions.
• Perform any other relevant duties assigned by the supervisor to support the overall success of the department.

Required Qualification

• Education: Bachelor’s Degree in Secretarial Studies, Office Management, Public Administration, or a related field.
• Technical Proficiency: Advanced computer literacy skills, including strong mastery of the Microsoft Office Suite (Word, Excel, PowerPoint) and email management tools.
• Demonstrated proficiency in modern office practices, executive data management, and the operation of standard office equipment.
• Experience: A minimum of 3 years of progressive experience in secretarial and administrative responsibilities, preferably supporting executive or senior-level management.

Required Competencies

• Exceptional organizational and time-management skills
• Strong written and verbal communication
• Absolute discretion when handling sensitive information
• Ability to multitask effectively under tight deadlines

NB:

• Only applications sent via the above e-mail will be considered.
• Only Candidates with the right qualifications and relevant experience shall be shortlisted and contacted.
• Incomplete applications shall be rejected.

• Manage the incoming and outgoing information flow in a timely, accurate, and highly professional manner.
• Screen, sort, and distribute correspondence, emails, and phone calls, drafting appropriate responses where necessary.
• Act as a reliable liaison between the Executive office and internal departments or external stakeholders.
• Classify, organize, and securely maintain files, confidential records, and critical corporate documents belonging to the executive offices.
• Establish and maintain efficient digital and physical filing systems for quick retrieval and optimal data security.
• Make comprehensive travel and accommodation arrangements for executive staff, ensuring seamless itineraries and alignment with corporate budgets.
• Coordinate schedules, manage calendars, and provide logistical support for executive meetings, board sessions, and corporate appointments.
• Prepare meeting rooms, compile briefing materials, and occasionally take minutes during executive-level sessions.
• Perform any other relevant duties assigned by the supervisor to support the overall success of the department.

• Exceptional organizational and time-management skills
• Strong written and verbal communication
• Absolute discretion when handling sensitive information
• Ability to multitask effectively under tight deadlines
• Advanced computer literacy skills, including strong mastery of the Microsoft Office Suite (Word, Excel, PowerPoint) and email management tools.
• Demonstrated proficiency in modern office practices, executive data management, and the operation of standard office equipment.

• Bachelor’s Degree in Secretarial Studies, Office Management, Public Administration, or a related field.
• A minimum of 3 years of progressive experience in secretarial and administrative responsibilities, preferably supporting executive or senior-level management.