The University of Global Health Equity (UGHE) is inviting applications from qualified and motivated candidates for the position of Administrative Assistant (Grants), Gates Foundation Partnerships in Kigali, Rwanda.
The successful candidate will provide administrative, documentation, coordination, and operational support for grant-funded projects supported by the Gates Foundation.
This is an excellent opportunity for professionals with experience in administration, project coordination, grants management, business administration, accounting, or finance.
About the University of Global Health Equity (UGHE)
The University of Global Health Equity is an innovative university focused on training the next generation of global leaders in healthcare delivery.
Established in Rwanda in September 2015, UGHE offers academic programs that emphasize health equity, social justice, and the transformation of healthcare systems.
UGHE is an initiative of Partners In Health (PIH), an internationally recognized nonprofit organization working to improve access to quality healthcare for underserved communities.
The university is committed to building a community of professionals who demonstrate integrity, humility, accountability, academic excellence, and a commitment to social justice.
Job Purpose
The Administrative Assistant (Grants) will provide administrative and operational support throughout the grant management lifecycle.
The successful candidate will help maintain accurate grant records, coordinate meetings and communications, track deadlines and deliverables, organize documentation, and support timely administrative and reporting activities.
The position will also contribute to compliance with UGHE policies and donor requirements while supporting effective collaboration between the Grants Management team, Finance Department, project teams, and external funding partners.
Key Responsibilities
1. General Administration
The Administrative Assistant will:
- Provide daily administrative support to project implementation activities.
- Coordinate meetings, appointments, workshops, training sessions, and other project activities.
- Prepare meeting agendas and take meeting minutes.
- Maintain attendance records and follow up on agreed action points.
- Coordinate travel arrangements, logistics, and related documentation.
- Prepare routine correspondence, memoranda, presentations, and other administrative documents.
- Perform other duties assigned by the supervisor.
2. Grants Documentation and Records Management
Responsibilities include:
- Follow up with project teams, Finance, Procurement, Human Resources, and other departments to obtain required information and documentation.
- Assist in organizing and maintaining accurate grant documentation.
- Compile financial and programmatic information required for internal monitoring.
- Support the preparation of information needed for donor reporting.
- Ensure grant-related records are properly organized and accessible.
3. Communication and Stakeholder Coordination
The successful candidate will:
- Maintain contact lists and stakeholder directories for donors and implementing partners.
- Support communication between project teams and external partners.
- Assist in compiling grant close-out files.
- Coordinate final review meetings and follow up on outstanding administrative requirements.
Qualifications and Requirements
Academic Qualifications
Applicants must possess:
- A Bachelor’s Degree in Business Administration, Accounting, Finance, or a related field.
Work Experience
Candidates should have:
- At least one (1) year of relevant experience in administrative support, project administration, grants administration, or a related field.
- Experience working with a university, research institution, NGO, or donor-funded organization is an added advantage.
Technical Skills and Competencies
Applicants should demonstrate:
- Strong computer skills, particularly in Microsoft Excel, Word, and PowerPoint.
- Excellent attention to detail.
- Ability to adapt to changing work environments.
- Fluency in English.
- Proficiency in Kinyarwanda is preferred.
- Commitment to global health equity and social justice.
Behavioral Competencies
The ideal candidate should demonstrate:
- Ability to prioritize tasks and manage multiple activities within tight deadlines.
- Ability to make decisions based on data and findings.
- Excellent interpersonal and communication skills.
- Ability to work effectively in a fast-paced environment.
- Flexibility and adaptability.
- Ability to collaborate with culturally diverse teams across departments and countries.
- Strong written and verbal communication skills.
- Analytical and strategic thinking abilities.
- Good judgment and creative problem-solving skills.
- Professional diplomacy, humility, and the ability to handle challenging workplace situations.
Key Working Relationships
The Administrative Assistant (Grants) will work closely with:
- Lead, Gates Foundation Partnerships.
- Administrative Assistant (Grant).
- Senior Advisor and Project Coordinator.
- Head of Grants.
- Finance and Grants Management teams.
- African Neonatal Association (ANA).
- African Neonatal Network (ANN).
- Jhpiego.
How to Apply
Interested and qualified candidates should prepare the following application documents:
- Curriculum Vitae (CV): An updated CV highlighting relevant qualifications and professional experience.
- Academic Degree: A copy of the relevant university degree.
- Cover Letter: A letter explaining your interest in joining UGHE and describing your relevant experience and qualifications.
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