Vacancy title:
Administrative Assistant

Jobs at:
GIZ

Deadline of this Job:
05th June 2018 at 4:00 PM

Duty Station:
Kigali, Rwanda

JOB DETAILS:
Vacancy for Administrative Assistant for the Promotion of Economy and Employment Program (EcoEmploi)
The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. GIZ has worked in Rwanda for over 30 years. The primary objectives between the Government of Rwanda and the Federal Republic of Germany are poverty reduction and promotion of sustainable development. To achieve these objectives, GIZ Rwanda is active in the sectors of Decentralization and Good Governance, Economic Development and Employment Promotion and Energy.
The program ‘Promotion of Economy and Employment’ (EcoEmploi) is part of the priority area ‘Sustainable Economic Development’ of the Rwandan-German Development Cooperation. With the objective, that ‘selected public and private actors have implemented employment-generating measures’ and therewith contributing significantly to job generation in Rwanda, the program is based on an integrated approach of Private Sector Development, TVET/Skills Development and Labour Market interventions in the selected economic sectors ICT, Wood, Tourism, E-Commerce and Creative Industries.
GIZ Rwanda is searching candidate for the position of Administrative Assistant for the Promotion of Economy and Employment program to support component Managers.
Responsibilities
Undertake secretarial and administrative duties for component Managers
Ensure good flow of communication within the components and with the Partner Organizations in the Eco-Emploi Cooperation System
Organize and maintain hard copy, server and DMS filing in conformity with GIZ rules;
Support to the organization and management of events of the Eco-Emploi Program
Schedule, organize and document internal and external meetings and do the follow up on decisions and recommendations;
Provide quality services within Eco-Emploi components for internal and external visitors
The administrative assistant performs the following tasks:
Tasks
Secretariat work and services
Scheduling, organizing and following up on meetings and appointments of component managers of Eco-Emploi;
Managing the administration of the Components Managers
Participating in Components Meetings, ensuring availability of relevant documents and materials,
Taking and distributing minutes, following up on the implementation of decisions taken and recommendations;
Preparing correspondences, managing and following up of incoming and outgoing correspondences;
Answering calls, enquiries, emails and correspondence in an appropriate manner, refer others to appropriate staff;

General Coordination and Administration
Maintaining an updated overview of important dates, consultants and interns as well as international staff absences and inform the Country Office regularly respectively and in time;
Ensuring with the responsible persons, that booking of venues, drivers availabilities, equipment etc. required for the work of consultants, for meetings and workshops are available in time;
Supporting the organization of accommodation and transport for visitors and consultants of the Eco-Emploi Program;
Supporting the planning and organization of Eco-Emploi internal and external workshops, meetings and conferences
Maintaining and updating Eco-Emploi inventories

Required qualifications, competences and experienceQualifications
Bachelor’s degree in Finance, Business Administration or similar area
Professional experience
at least 1-5 years’ professional experience in a comparable position
Other knowledge, additional competences
Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
Good knowledge of English, the ability to translate from Kinyarwanda to English. French would be an asset

Job application procedure
Interested candidates should submit their application (motivation letter, updated CV, certificates and references) until latest 05th June 2018 at 4:00 PM, by e-mail to recruitment-rw@giz.de . The email attachment (max. size 2 MB) should be a PDF file. Please quote the job title in the subject
Women and people with disability are especially encouraged to submit applications.
Only shortlisted candidates will be contacted for test and interview.
GIZ Office Rwanda
KN 41 St. / Nr.17, Kiyovu
P.O. Box 59, Kigali,
Rwanda
GIZ office Rwanda reserves all rights!!