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Job Head of Central Secretariat Organization RWANDA PUBLIC PROCUREMENT AUTHORITY
Level 7.II Reports To Director of Administration & Finance Unit
No. of Positions 1 Deadline 11/Feb/2019
Job Description
1. Coordinate activities of the central secretariat ? Ensure proper reception and dispatching of correspondences. ? Supervise the filing of documents and correspondences ? Supervise the holding of indicators of letters or documents sent. ? ? Facilitate RPPA staff to access documents; 2. Receive and orient guests guidance ? Direct customers ? Provide quality customer service on every call; ? Issue visitor passes, observing and reporting any unusual or suspicious persons or activities. ? Communicate clearly and effectively with clients; ? Answer visitors/customers' enquiries about RPPA and its products or services; ? Manage customers feedback by holding and updating customers book; ? Ensure customer feedback and inquiries are submitted to her/his supervisor for analysis and reporting or feedback where necessary; 3. Manage the outgoing documents ? Dispatch all outgoing correspondences to respective destination ? Follow up of the outgoing documents whether they have reached to their destination on time through phone calls ? Crosscheck documents submitted to the central secretariat ? Control the quality of drafted documents before handling them to final destinations ? Keep records of outgoing correspondences for easy reference 3. Organize the filing and archiving of records and documents. ? Carry out on daily basis the filing of processed documents. 4. Control the typing works submitted to the central secretariat ? Crosscheck documents submitted to the central secretariat ? Control the quality of drafted documents before handling them to final destinations
Job Profile
A1 in Secretariat Studies, Office Management, Library and Information Science or A0 in Public Administration, Administrative Sciences, Management, Sociology, Social Work, Law, Library and Information Science with 2 years of working experience Key Technical Skills & Knowledge required:
- Knowledge of Office Administration;
- Communication Skills;
- Computer Skills;
- Interpersonal Skills;
- Organizational Skills;
- Stress Management Skills;
- Time Management Skills;
- Bookkeeping Skills;
- Analytical & Problem solving Skills;
- Decision Making Skills;
- Fluent in Kinyarwanda, English and/ or French; Knowledge of all is an advantage