Administrative Assistant (ARO) Job at International Vaccine Institute – Kigali, Rwanda | Apply Now
Administrative Assistant (ARO) at International Vaccine Institute – Kigali, RwandaDeadline: Ongoing
Are you an organized and proactive professional looking for an exciting administrative role in an international organization? The International Vaccine Institute (IVI) Africa Regional Office is seeking a dedicated Administrative Assistant (ARO) to support the Deputy Director General (DDG) in Kigali, Rwanda.
Job Description
The Administrative Assistant (ARO) will provide comprehensive administrative support to the DDG of the IVI Africa Regional Office. This role ensures seamless execution of responsibilities by managing schedules, coordinating meetings and travel, drafting correspondence, and supporting key initiatives. A high level of professionalism, discretion, and efficiency is required in handling sensitive information and interacting with stakeholders.
Key Roles & Responsibilities
1. Administrative Support to the DDG and Office
Manage the DDG’s calendar and daily schedules.
Type, proofread, and edit documents, reports, correspondences, and messages.
Draft responses to routine correspondences for supervisor’s approval.
Receive guests, visitors, and staff, providing them with essential information.
Maintain an organized filing system for all incoming/outgoing documents.
Organize approval requests, travel arrangements, claims, and other administrative processes.
Answer and screen telephone calls/emails, ensuring appropriate follow-ups.
Assist in appointment scheduling, agenda drafting, meeting minutes, and follow-ups.
Maintain office equipment and report any maintenance needs.
Provide day-to-day administrative support to various units.
Perform reception services when required.
2. Communication with Internal and External Stakeholders
Coordinate internal communication meetings (e.g., all-staff meetings).
Provide secretarial support for stakeholder meetings, committees, and corporate events.
Manage communication with external parties, including donors, government representatives, consultants, and auditors.
3. Additional Duties
Carry out other administrative tasks as requested by the DDG and deputies.
Job Requirements and Qualifications
1. Education Requirements
Diploma in Secretarial Studies or Office Management with 3 years of experience.
OR Bachelor’s Degree in Business Management, Secretarial Studies, or a related field with 2 years of experience.
2. Related Work Experience
Minimum 3 years of experience in administrative/secretarial roles, preferably in an international organization.
Proven experience in managing executive schedules and correspondence.
Strong background in office management.
3. Technical and Professional Skills
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Strong organizational and time management skills.
Excellent written and verbal communication in English (French or Kinyarwanda is a plus).
Knowledge of administrative systems such as travel booking, document management, and event planning.
Strong interpersonal and relationship-building abilities.
High degree of discretion and confidentiality.
Initiative and proactive problem-solving skills.
4. Key Competencies
Effective Communication: Clear and professional written and verbal communication.
Planning & Organizing: Ability to prioritize tasks and meet deadlines.
Attention to Detail: Accuracy in document preparation and scheduling.
Teamwork: Collaborative approach to working with colleagues.
Adaptability: Ability to handle multiple tasks in a dynamic environment.
Customer Focus: Service-oriented attitude towards internal and external stakeholders.
Problem-Solving: Identifying and resolving administrative challenges efficiently.
Cultural Sensitivity: Respect and understanding of diverse backgrounds and cultures.
5. Language Proficiency
Fluency in English (written and spoken) is mandatory.
French or another major African language is an asset.
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