Role Description

The SG Administrative Assistant is responsible for providing logistical and administrative support to the SG department. Primary responsibilities for this role include calendar management for a wide portfolio of departmental meetings, assisting with travel booking and logistics for team retreats and meetings, and providing general administrative support and coordination to the team.

Location: Kigali, Rwanda, Rwanda

Level: Support

Type: Full-time

Department: Savings Group Programs

Reports to: Senior Director of Savings Group Programs

Responsibilities

• Promote and contribute to the fulfillment of HOPE International’s mission and vision.
• Administrative & Logistical Support
• Manage and schedule department-wide meetings. Manage team meeting calendars, ensuring all ongoing team rhythms are up-to-date with accurate information.
• Develop agendas, take notes, and send follow up emails for team & partner meetings
• Follow up on action items with relevant teams.
• Facilitate scheduling and calendar management for the department and the Senior Director.
• Provide administrative support by assisting with scheduling, communications, and supporting the administrative needs of the team.
• Support the team leads in fostering team culture, including helping to coordinate team gatherings and retreats, and other opportunities for culture building.
• Monitor and report progress related to the strategic plan goals for the department.
• Manage reporting on departmental KPI and network strategic objectives dashboards, ensuring we are documenting progress on team goals. Facilitate reporting progress to SG leaders.
• Synthesize information to prepare presentations and reports for senior leadership.
• Timely completion of monthly credit card expense reports for team expenditures.
• Monitor the SG Capacity Accelerator fund and facilitate processing of approvals and communications in accordance with the fund policy.
• Department Travel Support
• Assist in arranging travel and obtaining visas for members of the team as needed.
• Support team travelers, in coordination with organizational resources such as the security team and travel insurance vendor, to ensure safe, well-planned travel.
• Coordinate delivery of items to field staff.
• Event Planning
• Organize logistics and communication for in-person departmental gatherings and events.
• Lead planning and content organization for team meetings, both virtual and in person.
• Project Management
• Support leadership in triaging and prioritizing requests to maintain smooth operations and effective projects, both department-specific and cross-departmental
• Utilizing available tools (e.g. project management software), provide administrative support and expertise to high priority projects for SG leadership.
• Ensure assigned projects remain on track and are delivered on time with a high standard of quality and excellence.

Qualifications

• Personal confession of Christian faith and commitment to the mission and vision of HOPE International.
• Exceptional project management and organizational skills, including effective time management and prioritization of competing demands and multiple deadlines.
• Excellence in customer service and commitment to joyfully serving others. Enthusiasm about serving in a support function.
• An intentional, effective, and encouraging demeanor and style of communication, regularly building those up around them, even amid a busy task list.
• Confidentiality and excellent attention to detail.
• Enthusiasm for improving processes and procedures.
• Microsoft Office computer proficiency, with an emphasis in Microsoft Word, Outlook, PowerPoint and Excel.
• International experience and cross-cultural skills, particularly in cross-cultural communication.
• A Bachelors Degree in a field related to the assignment described above.
• Experience managing calendars, schedules, or assisting individuals, strongly preferred.

• Promote and contribute to the fulfillment of HOPE International’s mission and vision.
• Manage and schedule department-wide meetings. Manage team meeting calendars, ensuring all ongoing team rhythms are up-to-date with accurate information.
• Develop agendas, take notes, and send follow up emails for team & partner meetings
• Follow up on action items with relevant teams.
• Facilitate scheduling and calendar management for the department and the Senior Director.
• Provide administrative support by assisting with scheduling, communications, and supporting the administrative needs of the team.
• Support the team leads in fostering team culture, including helping to coordinate team gatherings and retreats, and other opportunities for culture building.
• Monitor and report progress related to the strategic plan goals for the department.
• Manage reporting on departmental KPI and network strategic objectives dashboards, ensuring we are documenting progress on team goals. Facilitate reporting progress to SG leaders.
• Synthesize information to prepare presentations and reports for senior leadership.
• Timely completion of monthly credit card expense reports for team expenditures.
• Monitor the SG Capacity Accelerator fund and facilitate processing of approvals and communications in accordance with the fund policy.
• Assist in arranging travel and obtaining visas for members of the team as needed.
• Support team travelers, in coordination with organizational resources such as the security team and travel insurance vendor, to ensure safe, well-planned travel.
• Coordinate delivery of items to field staff.
• Organize logistics and communication for in-person departmental gatherings and events.
• Lead planning and content organization for team meetings, both virtual and in person.
• Support leadership in triaging and prioritizing requests to maintain smooth operations and effective projects, both department-specific and cross-departmental
• Utilizing available tools (e.g. project management software), provide administrative support and expertise to high priority projects for SG leadership.
• Ensure assigned projects remain on track and are delivered on time with a high standard of quality and excellence.

• Exceptional project management and organizational skills
• Effective time management and prioritization of competing demands and multiple deadlines
• Excellence in customer service
• Intentional, effective, and encouraging demeanor and style of communication
• Confidentiality
• Excellent attention to detail
• Enthusiasm for improving processes and procedures
• Microsoft Office computer proficiency (Word, Outlook, PowerPoint, Excel)
• International experience and cross-cultural skills, particularly in cross-cultural communication
• Experience managing calendars, schedules, or assisting individuals

• Personal confession of Christian faith and commitment to the mission and vision of HOPE International.
• A Bachelors Degree in a field related to the assignment described above.