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Job Administrative Assistant to DirCab Organization OFFICE OF THE PRIME MINISTER
Level 5.II Reports To Director of Cabinet
No. of Positions 1 Deadline 12/Oct/2017
Job Description
The following duties and responsibilities should be undertaken in this post. 1. Managing the agenda of the Director of Cabinet • Keep the diary of appointments of the Dircab. • Receive and orient visitors of the Dircab. • Prepare the Dircab’s travels, missions meetings and other events. • Ensuring that invitees for the meetings that the Dircab chairs are communicated on time, have confirmed their attendance and that any documentation needed is in place. (2 Undertake Administrative and logistical duties for the Dircab’s office: • Make sure that all required office logistics for the Dircab are availed such as refreshments, office arrangement, stationeries, bookings etc. • Ensure any logistical element needed for any meetings chaired by the Dircab is in place and in time. (3 Ensuring proper filing and orientation of documents in the office of the Dircab: • Filing both electronic and hard documents in the office of the Dircab. • Orient correspondences and monitor to ensure that feedback is provided. • Work closely with other units in PMO to ensure adequate flow of information. (4 Receiving and dispatching official mails of the Dircab: • Attend to some e
- mails and/or messages addressed to the Dircab. • Read and verify substance of all outgoing documents prepared for and in the office of the Dircab so that they are of quality before reaching their destination. (5 And to perform any other official duties assigned to him/her in the institution
Job Profile
"A1 in Secretariat Studies, Office Management or A0 in Public Administration, Management." Key Technical Skills & Knowledge required:
- Office Management Skills;
- Excellent Communication, Organizational and Interpersonal Skills;
- Computer knowledge (Work 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;
- Confidentiality.