AIDS Healthcare Foundation (AHF) is an International Non-Governmental Organization that was founded in 1987 and has been at the forefront of the HIV response, currently supporting HIV/AIDS programs in 50 Countries including Rwanda.

AHF’s mission is to provide cutting edge medicine and advocacy, regardless of ability to pay and core values are to be Patient-Centered, Value Employees, Respect for Diversity, Nimble, and Fight for What’s Right

AHF Rwanda is looking for very competent candidate to fill up the position of an Administrative Assistant to be based at Rwamagana district with occasional travel to other sites as required

JOB SUMMARY:

The Administrative Assistant provides administrative and operational support to ensure the smooth day-to-day functioning of AIDS Healthcare Foundation (AHF) Rwanda activities in Rwamagana District, including office coordination, documentation, logistics support, and communication while ensuring compliance with organizational procedures.

Responsibilities or duties

Front desk management

• Receive incoming calls and visitors as appropriate and directs them to the relevant offices.
• Provide requested information and take messages appropriately.
• Make copies of all correspondence and other documents, and submit to the various departments everyday
• Schedule appointments and cancel meetings and appointments as requested in a timely manner to ensure effective communication between the office and other stake holders for mutual understanding.
• Create and maintain filing system of records and documents in an organized and retrievable manner according to AHF guidelines.
• Keep a calendar of key organizational events and keeps track of them with relevant officers.
• ensure that the office and reception/waiting area is clean, kept clear of clutter and trash.
• Assist in the maintenance of all office equipment and report any malfunction.
• Maintain key box and liaise with Operations manager, security officers/guards on duty.
• Receive and verify all admin goods delivered to the office.
• Manage boardroom bookings to ensure there is no conflict and communicates weekly schedule to all office-based staff

Logistics and support fleet management

• Coordinate travel arrangements as required.
• Monitor organization vehicle logbooks.
• Assist the Operations Manager with task scheduling for the drivers and support staff.
• Maintain office supplies inventory by checking office stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Perform any other duties as may be requested by the Operations Manager.

Qualifications or requirements (e.g., education, skills)

EDUCATION AND EXPERIENCE:

• Bachelor’s degree in administration, business, management, or finance obtained from a reputable institution.
• Training in Office Management is an added advantage.
• Good interpersonal, organizational, and written / verbal communication skills, including cross-cultural settings.
• Ability to work effectively under pressure.
• Ability to work effectively in a team-oriented environment.
• Ability to set priorities and plan for the successful implementation of programs.
• Ability to work with minimum supervision, team player with drive and initiative.
• Computer literacy required.
• Effective problem-solving skills
• Fluent in Kinyarwanda and English. Knowing French is an added value.

Experience needed

• A minimum of 3 years’ experience in business administration.

• Receive incoming calls and visitors as appropriate and directs them to the relevant offices.
• Provide requested information and take messages appropriately.
• Make copies of all correspondence and other documents, and submit to the various departments everyday
• Schedule appointments and cancel meetings and appointments as requested in a timely manner to ensure effective communication between the office and other stake holders for mutual understanding.
• Create and maintain filing system of records and documents in an organized and retrievable manner according to AHF guidelines.
• Keep a calendar of key organizational events and keeps track of them with relevant officers.
• ensure that the office and reception/waiting area is clean, kept clear of clutter and trash.
• Assist in the maintenance of all office equipment and report any malfunction.
• Maintain key box and liaise with Operations manager, security officers/guards on duty.
• Receive and verify all admin goods delivered to the office.
• Manage boardroom bookings to ensure there is no conflict and communicates weekly schedule to all office-based staff
• Coordinate travel arrangements as required.
• Monitor organization vehicle logbooks.
• Assist the Operations Manager with task scheduling for the drivers and support staff.
• Maintain office supplies inventory by checking office stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Perform any other duties as may be requested by the Operations Manager.

• Good interpersonal, organizational, and written / verbal communication skills, including cross-cultural settings.
• Ability to work effectively under pressure.
• Ability to work effectively in a team-oriented environment.
• Ability to set priorities and plan for the successful implementation of programs.
• Ability to work with minimum supervision, team player with drive and initiative.
• Computer literacy required.
• Effective problem-solving skills
• Fluent in Kinyarwanda and English.

• Bachelor’s degree in administration, business, management, or finance obtained from a reputable institution.
• Training in Office Management is an added advantage.
• Knowing French is an added value.