RTI International
Job
Vacancy: Administrative
Assistant – Rwanda
RTI International is an independent,
nonprofit research institute dedicated to improving the human condition by
turning knowledge into practice.
The organization provides research,
development, and technical services to government and commercial clients in
more than 75 countries.
The East Africa Energy Program (EAEP)
is a four-year project to increase on-grid electricity access, accelerate
private sector investment, and improve the enabling environment of the power
sector in East Africa.
RTI International leads
implementation of the program, which is funded by Power Africa, a U.S.
Government-led partnership coordinated by the U.S. Agency for International
Development (USAID).
RTI International seeks to recruit an
Administrative Assistant to be based in Rwanda under the East Africa Energy
Program.
Job
Summary: The Administration Assistant
support the procurement function, oversee front office activities, travel
logistics, general office administration. She/ he will be in charge of the
office petty cash and help with facilitating taxi as well as accommodation bookings.
Ensures that processes are compliant with RTI International logistical and
administrative procedures and guidelines as provided for in the EAEP Field
Operations Manual- June 2019 version, as well as per USAID rules and
regulations.
Specific
Roles and Responsibilities:
·
Support travel logistics for staff
and consultants including visas, airport transfers and lodging bookings for
staff, consultants and other visitors.
·
Facilitate all transport requests by
application of an optimal usage between taxis and vehicle hires.
·
Ensure all the transport
documentation is well filed both electronically and in hard copies such as
weekly taxi consumption summaries, weekly vehicle work tickets.
·
Provide events, workshops and
training logistical and administrative support.
·
Perform front office duties – receive
visitors and manage the reception area.
·
Work closely with the Director of
Operations in providing support for specific procurement requests.
·
Receive and distribute messages from
telephone/email as appropriate, taking clear messages and timely passing these
promptly to the appropriate member.
·
Collaborate with the Director of
Operations to ensure systems are in place to support administrative functions.
·
Maintain hard and soft filing system
to manage in-coming and out-going correspondences, to maintain accurate and
updated subject files for correspondence; maintain a data base of project
contacts and revise as needed.
·
Ensure that all the applicable office
utilities are provided to staff in a timely manner.
·
Maintain and track office and kitchen
supplies, ensuring timely re-stocking as applicable
·
Maintain appointment calendar updated
either manually or electronically, in Share Point as well, as applicable.
·
Support coordination for the internal
and external meetings needs for the Program.
·
Provide general office administration
support that covers office cleanliness, provision of staff utilities.
·
Instituting of a system for meeting
room booking, physically confirming meeting room is ready for meetings and
provision of administrative support for such meetings such as ensuring that
signed participants lists are maintained.
·
Support for office building repairs
and maintenance.
·
Submission of timesheets and approved
leave forms.
·
Petty Cash maintenance: Being the
custodian of the office petty cash float ensures its managed as the Petty Cash
SOP.
·
Perform other duties as assigned by
Program Management.
Qualifications:
1. Degree in front office management/
general office administration/ logistics/ procurement or equivalent with 3
years’ experience or equivalent combination of education and experience.
2. Experience working for USAID
funded international projects preferred
3. General background, understanding
of and experience in front office management, logistics and in providing
administrative support preferably with an international organization
4. Demonstrated intermediate computer
skills in Microsoft Office Suite applications including Word, Excel,
PowerPoint, and Outlook.
5. Detailed oriented, attention to
detail.
6. Excellent interpersonal skills and
demonstrated ability to work in a team and to learn complex procedures
7. Ability to work independently,
prioritize tasks and to take initiative
8. Demonstrated numeric and basic
accounting skills
9. Ability to work effectively under
pressure and meet deadlines
10. Local candidates preferred.
11. Fluency in both written and
spoken English.
How
to Apply
Interested candidates should submit a
cover letter and curriculum vitae to hrapplications@nb.rti.org indicating the
Job Title as the subject line of the email by 6th September, 2019 by 5.00 p.m.
Only shortlisted applicants will be
contacted.
RTI International is an Equal
Opportunity Employer and Female candidates are highly encouraged to apply
*No applicant will ever be asked for
any payment either to secure a role with RTI International or as a follow-up to
having been awarded a position with RTI International. If anyone ever
approaches you asking for any such payment, please immediately email
ethics@rti.org