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Job Administrative Assistant to Permenant Secretary Organization MINISTRY OF YOUTH
Level 5.II Reports To Permanent Secretary
No. of Positions 1 Deadline 18/Jan/2018
Job Description
The Administrative Assistant is responsible of: 1. Receive and direct visitors for the PS; 2. Receive and exploit, prepare and write draft letters and other correspondences in PS's office; 3. To ensure that files to be forwarded to the PS are ready on time; 4. To remind the PS of urgent files, meetings and important events and arrange them in a priority order in his/her office to facilitate his/her work; 5. To keep the diary of the PS; 6. To take minutes during the meetings chaired by the PS; 7. To manage Office supplies for the PS's Office; 8. File dossiers and documents in the office of the PS; 9. Manage correspondences (outgoing or incoming) in PS's office; 10. Recording and forwarding to concerned staff members any mail received or sent by PS; 11. Maintain the PS' s appointment book; 12. Maintain order and a favourable environment in the PS’s office; 13. Analyse and summarise the contents of dossiers to be submitted for PS’s approval; 14. Identify priority dossiers to be submitted to the PS; 15. Organise the PS’s Secretariat; 16. Record, handle and file the PS’s confidential dossiers; 17. Preparing monthly, quarterly and annual progress reports and whenever required; 18. Performing any other duties as may be ascribed to him/her by the Ministry's
Job Profile
A1 in Secretarial Studies, Office Management with 3 years of experience or A0 in Public Administration, Management, Sociology, Law, Communication. Key Technical Skills & Knowledge required: • Office Management Skills; • Excellent Communication, Organizational, Interpersonal Skills; • Computer knowledge (Word Processing, Power Point and Internet); • Analytical and problem solving skills; • Time management skills; Fluent in Kinyarwanda, English and/ or French; Knowledge of all is an advantage.