Administrative Coordinator job at Management Sciences for Health (MSH)

Vacancy title:
Administrative Coordinator

[ Type: FULL TIME , Industry: Nonprofit, and NGO , Category: Management ]

Jobs at:

Management Sciences for Health (MSH)

Deadline of this Job:
02 December 2021  

Duty Station:
Within Rwanda , Kigali , East Africa

Date Posted: Wednesday, November 03, 2021 , Base Salary: Not Disclosed


Administrative Coordinator
The Administrative Coordinator will provide administrative support in the areas of procurement, workshops, logistics, travel, office management, and scheduling to two USG-funded projects implemented by Management Sciences for Health in Rwanda.
The Administrative Coordinator will support the CDC-funded NPHI Capacity Building Program and the USAID-funded Medicines, Technologies, and Pharmaceutical Services (MTAPS) Project. He/she will report to the Finance Manager and provide assistance with procurement of goods and services, planning and logistics for workshops, coordination with government and non-governmental local partners, and other administrative support required by the Finance Manager, NPHI Country Coordinator, MTaPS Country Project Director or other MSH staff as needed.\
The Administrative Coordinator may also support in preparation of activity plans and budgets, coordination of travel logistics, note taking and scheduling of meetings, preparation of meeting and workshop materials, and office supply management.

Main Duties And Responsibilities
Education :
• Bachelor’s degree in business administration or related field.

Experience :
• Minimum 2 years of relevant experience in an administrative position.
• Experience in administrative work of supporting an international team.
• Proficiency in Microsoft Office programs, especially in Word and Excel spreadsheets, Google Docs, Google Sheets, Google drive.

• Experience with the Rwandan public health sector and familiarity with USAID or CDC funded projects.

Competencies and skills :
Physical demands: Travel within Rwanda required up to 25% time. Keyboard use, pulling drawers, lifting papers 5 kg
• Provide administrative support to the Finance Manager and Country Coordinator to ensure smooth and efficient office operations.
• Provide office management and support functions such as desk coverage, receiving and making calls, accepting, and signing for deliveries, etc.
• Support arrangement for ground transport. Assist with travel logistics for staff and consultants. Liaise with transport vendors as needed.
• Request and compile quotations and cost estimates for local procurement in coordination with MSH Kenya office, Finance Manager and Country Coordinator.
• Coordinate logistics for all workshops, conferences, and meetings, including identifying and reserving conference/workshop venues, determining catering needs, preparing conference/workshop materials, distribution, and management of invitations, assisting with arranging for the travel, lodging, and registration of participants, consolidating conference/ workshop evaluation results and maintaining any necessary records in accordance with MSH policy.
• Search and provide information on transportation schedule; compile the best routes, considering staff requirements.
• Screen and book hotels in-country for local and international staff and consultants.
• Provide communications and administrative support to country staff and consultants. Prepare correspondence and communicate on behalf of staff and consultants as required.
• Schedule internal and external meetings and appointments. Attend meetings and take notes as requested. Circulate agenda prior to meetings when requested.
• Process all incoming and outgoing mail and manage courier and transportation service.
• Manage the main operations (receipt & issue) of the stationery and office supply stores and inventory of office items and ensure proper use.
• Bachelor’s degree in business administration or related field.
• Minimum 2 years of relevant experience in an administrative position.
• Experience in administrative work of supporting an international team.
• Proficiency in Microsoft Office programs, especially in Word and Excel spreadsheets, Google Docs, Google Sheets, Google drive.
• Experience with the Rwandan public health sector and familiarity with USAID or CDC funded projects.
• Functional competencies: Detail-oriented with excellent interpersonal skills and ability to work in a team. Demonstrated organization, planning, time-management, and problem-solving skills. Ability to work independently, prioritize tasks, and to take initiative. Demonstrated customer service excellence.
• Ensuring delivery of results: client focus, managing and measuring work, information sharing, priority setting, and problem-solving.
• Core personal competencies: ethics and values, integrity and trust, sound judgment, ability to work in a team-oriented environment; excellent listening, oral and written communication skills.
• Core MSH competencies: adaptability, communication, problem-solving, creativity and innovation, timeliness of work, quality of work and team relationships, resource utilization.
• Fluency in English including reading, writing, and speaking skills.
• Basic procurement knowledge/skills required.
• Basic accounting knowledge/skills preferred.
MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender or gender identity, religion, creed, citizenship, national origin, age, veteran status, or disability unrelated to job requirements. MSH will take affirmative action to ensure that qualified applicants are employed and that employees are treated without regard to their race, age, color, religion, sex, sexual orientation, gender identity, national origin, veteran, and disability status. In compliance with U.S. Department of Labor Executive Order 11246, Section 503 of the Rehabilitation Act, and Section 4212 of the Vietnam Era Readjustment Assistance Act, MSH has developed and maintains an affirmative action program and plan.

Work Hours: 8

Experience in Months: 24

Level of Education:
Bachelor Degree


{module 312}

Job application procedure
Candidates should submit a CV and a cover letter detailing their interest and aptitude for this position by the link: -Coordinator_R1397 The deadline: 02nd December 2021 EEO is the Law – English EEO is the Law – Spanish EEO is the Law Supplement Pay Transparency Nondiscrimination Poster MSH EEO-AA Policy

All Jobs


{module 317}

Job Info
Job Category: Administrative jobs in Rwanda
Job Type: Full-time
Deadline of this Job: 02 December 2021
Duty Station: Kigali
Posted: 03-11-2021
No of Jobs: 1
Start Publishing: 03-11-2021
Stop Publishing (Put date of 2030): 03-11-2065
Apply Now

Notification Board:

Join a Focused Community on job search to uncover both advertised and non-advertised jobs that you may not be aware of. A jobs WhatsApp Group Community can ensure that you know the opportunities happening around you and a jobs Facebook Group Community provides an opportunity to discuss with employers who need to fill urgent position. Click the links to join. You can view previously sent Email Alerts here incase you missed them and Subscribe so that you never miss out.

Caution: Never Pay Money in a Recruitment Process.

Some smart scams can trick you into paying for Psychometric Tests.