Office/Administrative Assistant at Happy Family Rwanda Organization (HFRO): (Deadline 17 November 2023)

HAPPY FAMILY RWANDA ORGANIZATION (HFRO) is a local nongovernmental organization operating in Rwanda and registered in the Rwanda Governance Board (RGB), its registration number is No 779/RGB/LP/11/2021, and working in the area of Health, Education, and Economy transforming for youth particular Girls and adolescent mothers.

Happy Family Rwanda Organization (HFRO) is a compassionate NGO dedicated to creating positive change and making a lasting impact in communities worldwide. It believes in the power of collective action and the ability of individuals to transform lives through compassion, generosity, and empowerment.

Over the years HAPPY FAMILY RWANDA ORGANIZATION (HFRO) has affected the lives of community members especially Girls, adolescents, youth, women, and children positively through effective community mobilization, outreaches, Sanitation and hygiene, demand creation for health facilities services uptake for pregnant women and women of reproductive age especially the First-time Mothers (FTMs), promoting and enhancing Adolescents Youths and Sexual Reproductive Health and Rights of Young Women and girls through youth friendly services uptake as well as ensuring positive Maternal and newborn health outcomes for women and girls of reproductive age and promoting accountability.

We are looking for a competent Office Assistant to help with the organization and running of the daily administrative operations of the organization. The ideal candidate will be a hard-working professional able to undertake a variety of office support tasks and work diligently under pressure. This person will be comfortable working with a high degree of attention to detail and discretion as well as incorporating new and effective ways to achieve better results.

Responsibilities

• Organize office and assist associates in ways that optimize procedures
• Sort and distribute communications in a timely manner
• Create and update records ensuring the accuracy and validity of information
• Schedule and plan meetings and appointments
• Monitor the level of supplies and handle shortages
• Resolve office-related malfunctions and respond to requests or issues
• Coordinate with other departments to ensure compliance with established policies
• Maintain trusting relationships with suppliers, customers, and colleagues
• Perform receptionist duties when needed
• Answers and transfers phone calls, screening when necessary.
• Welcomes and directs visitors and clients.
• Maintains filing systems as assigned.
• Retrieves information as requested from records, emails, minutes, and other related documents; prepares written summaries of data when needed.
• Responds to and resolve administrative inquiries and questions.
• Coordinates and schedules travel, meetings, and appointments for managers or supervisors.
• Prepares agendas and schedules for meetings.
• Records and distributes minutes or other records for meetings.
• Maintains office supplies and coordinates maintenance of office equipment.
• Maintains a system for recording expenses and the use of petty cash.
• Performs other related duties as assigned.

Requirements

• Proven experience as a back-office assistant, office assistant, virtual assistant, or in another relevant administrative role
• Knowledge of “back-office” computer systems (ERP software)
• Working knowledge of office equipment
• Thorough understanding of office management procedures
• Excellent organizational and time management skills
• Analytical abilities and aptitude in problem-solving
• Excellent written and verbal communication skills
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office Suite or related software.
• Excellent organizational skills and attention to detail.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to work independently.

Education and Experience:

• Associate’s degree required in languages, administrative sciences, or any related field preferred.
• Three to five years of experience in an office/administrative role.

Interested candidates who fulfill the above requirements should submit/send their application letters/CV which must include the following information:

• Motivation letter of your interest in documentation and learning
• Updated CV/resume
• Certificates or any other documents that prove your experience
• Contact information for at least two professional references

Qualified candidates should submit above mentioned documents in English using the following link https://hfro.org/career not later than 17 November 2023 at 6:00 pm.  Only shortlisted candidates will be notified for the next steps. Interested and qualified persons with disabilities are encouraged to apply.

NSENGIMANA Rafiki Justin

Founder & Executive Director

Happy Family Rwanda Organization