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Job Administrative Assistant Organization MINISTRY OF INFRASTRUCTURE
Level 7.II Reports To Head of Department of Policy, Planning, Monitoring and Evaluation
No. of Positions 1 Deadline 18/Apr/2018
Job Description
•Provide personal administrative support to the Department through conducting and organizing administrative duties and activities including receiving and handling information and visitors of the office of the HoD. •Prepare and manage correspondence, reports and documents •Organize and coordinate meetings, conferences, travel arrangements •Specifically take responsibility in organizing board room, ensuring all documentation for discussions prepared before hand and necessary logistics in place; •Prepares and distribute invitations and minutes of the department meeting within the specified time; •Take, type and distribute minutes of meetings •Implements and maintain office systems •Maintain schedules and calendars •Arrange and confirm appointments •Organizes internal and external events •Handle incoming mail and other material and deliver to appropriate persons immediately, where immediate action is required, and either take action or refer to the officer responsible or HoD for immediate response. •Sets up and maintains filing systems •Sets up work procedures for the office of HoD •Maintain databases of important persons, institutions, companies etc of relevance to the office of HoD •Communicate verbally and in writing to answer inquiries and provide information •Liaise with internal and external contacts •Coordinate the flow of information both internally and externally •Operate office equipment and manage office space •Any other duties assigned by the management.
Job Profile
A1 in Secretarial Studies, Office Management or A0 in Public Administration, Administrative Sciences, Management, Sociology, Social Work, Law. Key Technical Skills & Knowledge required:
- Office Management Skills;
- Excellent Communication, Organizational, 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