Administrative Assistant to the Director General at Rwanda transport development agency ( RTDA): (Deadline 29 October 2024)
Job responsibilities
The general responsibilities of Administrative Assistance to DG include to perform administrative and office support activities for the DG. The key duties and responsibilities will include the followings: • Relieve management of administrative detail, coordinate work flow; update and chase delegated tasks to ensure progress to deadlines; take initiative in manager’s absence; • Maintain procedures manual to ensure consistent performance of routines; • Compose correspondence/reports for own or manager’s signature, arrange essential mail in priority action order for boss; • Check deadlines on incoming requests and put preliminary work in play; • Process replies on own initiative or from bosses’ dictation or notes; and research, draft or abstract reports; • Handle all inquiries within my capacity, arrange ‘’ call backs’’ to protect DG’s time; • Provide back-up materials for call backs; route calls elsewhere as needed; and do phone surveys/inquiries as needed; • Maintain calendar; ascertain which events require boss’s presence, fix commitments to maximize boss’s time efficiency, allow decision/desk time; when DG chairs meetings; prepare agenda in advance, arrange meeting facilities; act as recording secretary; and prepare action minutes; • Perform to DG’s full confidence; and assure discreet handling of all business; • Screen to control interruptions; provide back-up data as needed, arrange amenities as needed; as arranged; ‘’rescue’’ of DG from laggards; and schedule visits away from boss’s area to protect priority/private tasks; • Arrange travel through internal or outside agents, arrange travel cash in advance, prepare itinerary, trip file and supplies, prepare expense report tools for DG and complete expense reports after trip; • Improve/tighten storage/retrieval systems; and update and manage index; • Update secretarial/clerical desk manual, set up’’ tickler’’ system set up ‘’ exception reporting’’ system to handle routines without supervisor, routinely re-order RTDA supplies; update mail/phone directories, and make these available to trainees; • Handle administrative detail, seek greater role in projects within administrative and • other areas of competence; seek training on projects outside his/her range; and any other relevant tasks as assigned by the DG.
Qualifications
1
Advanced Diploma in Secretarial Studies
0 Year of relevant experience
2
Advanced Diploma in Office Management
0 Year of relevant experience
3
Bachelor’s Degree in Secretarial Studies
0 Year of relevant experience
4
Bachelor’s Degree in Public Administration
0 Year of relevant experience
5
Bachelor’s Degree in Administrative Sciences
0 Year of relevant experience
6
Bachelor’s Degree in Sociology
0 Year of relevant experience
7
Bachelor’s Degree in Management
0 Year of relevant experience
8
Bachelor’s Degree in Office Management
0 Year of relevant experience
9
Bachelor’s Degree in Business Administration
0 Year of relevant experience
Required competencies and key technical skills
1
Resource management skills
2
Analytical skills
3
Problem solving skills
4
Decision making skills
5
Time management skills
6
Risk management skills
7
Results oriented
8
Digital literacy skills
9
Fluency in Kinyarwanda, English and/or French. Knowledge of all is an added advantage.
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