Background

Kigali International Arbitration Centre (KIAC) is an independent body established by an Act of Parliament in 2010 under the auspices of the Rwanda Private Sector Federation in partnership with the Government of Rwanda. KIAC’s principal mandate is to promote, facilitate, and encourage the use of domestic and international arbitration, Commercial Mediation and other forms of Alternative Dispute Resolution (ADR) in Rwanda.

KIAC is seeking to recruit a Front Desk Officer.

The Frond Desk Officer assists KIAC management in as far as Administrative Support, Arbitration Clients’ care and clerical duties are concerned.

Responsibilities

• Ensure the front desk is clean, neat, presentable, and equipped with all the necessary supplies;
• Receive, Greet, Direct KIAC visitors and provide them with excellent customer service;
• Collaborate with the Case management specialist to acquire first-hand information on filed arbitration cases;
• Answering professionally and courteously calls and queries addressed to KIAC via telephone or email;
• Receive and accept all letters and packages, and distribute them to their appropriate departments and prioritize urgent documents that need actions from his/her superiors.
• Receive, register, organize, route and monitor correspondence and office pouch and mail.
• Perform general clerical duties to include but not limited to: drafting/proofreading of office documents, photocopying, scanning, mailing, and filing.
• Maintain hard copy and electronic filing system.
• Assist in making hearing or meeting room reservations, catering arrangements and travel bookings
• Perform any other responsibility/function/task deemed necessary by his/her supervisor in order to meet the High-quality level of the KIAC service.

Qualifications

The successful candidate should be highly motivated young university graduate; with proven basic knowledge in Alternative Dispute Resolution (ADR) at least the minimum qualifications below:

• A Graduate Degree in Law or Business administration;
• Basic understanding of Arbitration and Alternative Dispute Resolutions processes
• Having undertaken basic ADR training courses would be an added value;
• Good understanding of office administration and basic bookkeeping practices
• Excellent written and verbal communication skills
• Excellent organizational and multi-tasking abilities
• Good computer skills in word processing and Spreadsheet (MS Excel).
• Demonstrated ability to be team oriented and work cooperatively.
• A full professional fluency in English & Kinyarwanda is required. Knowledge of French would be an asset.

• Ensure the front desk is clean, neat, presentable, and equipped with all the necessary supplies;
• Receive, Greet, Direct KIAC visitors and provide them with excellent customer service;
• Collaborate with the Case management specialist to acquire first-hand information on filed arbitration cases;
• Answering professionally and courteously calls and queries addressed to KIAC via telephone or email;
• Receive and accept all letters and packages, and distribute them to their appropriate departments and prioritize urgent documents that need actions from his/her superiors.
• Receive, register, organize, route and monitor correspondence and office pouch and mail.
• Perform general clerical duties to include but not limited to: drafting/proofreading of office documents, photocopying, scanning, mailing, and filing.
• Maintain hard copy and electronic filing system.
• Assist in making hearing or meeting room reservations, catering arrangements and travel bookings
• Perform any other responsibility/function/task deemed necessary by his/her supervisor in order to meet the High-quality level of the KIAC service.

• Excellent written and verbal communication skills
• Excellent organizational and multi-tasking abilities
• Good computer skills in word processing and Spreadsheet (MS Excel).
• Demonstrated ability to be team oriented and work cooperatively.
• Full professional fluency in English & Kinyarwanda

• A Graduate Degree in Law or Business administration;
• Basic understanding of Arbitration and Alternative Dispute Resolutions processes
• Good understanding of office administration and basic bookkeeping practices