Administrative Assistant at GIZ Rwanda: (Deadline 8 November 2021)

Administrative Assistant at GIZ Rwanda: (Deadline 8 November 2021)

Vacancy Announcement

Administrative Assistant for Civil Peace Service Programme

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. GIZ has worked in Rwanda for over 30 years. The primary objectives between the Government of Rwanda and the Federal Republic of Germany are poverty reduction and promotion of sustainable development. To achieve these objectives, GIZ Rwanda is active in the sectors of Decentralization and Good Governance, Economic Development and Employment Promotion, Energy, and ICT (Information and Communications Technology). 

The Civil Peace Service (CPS) is a programme aimed at preventing violence and promoting peace in crisis zones and conflict regions. It strives to build a world in which conflicts are resolved without resorting to violence. Nine German peace and development organizations run the CPS together with local partners. The CPS is funded by the German Government.  CPS experts support people on the ground in their commitment to dialogue, human rights, and peace on a long-term basis.  Currently, more than 300 international CPS experts are active in more than 40 countries.

Location: Kigali

Fixed-term: December 2023

Position: (1)

A. Responsibilities

The Administrative Assistant is responsible for:

• Performing general clerical services
• Filing important CPS administrative documents and ensuring the digital Document Management System (DMS) is updated
• Keeping and updating the inventory of CPS assets
• Assisting a specific administrative officer with his/her tasks as instructed by the program manager

The Administrative Assistant performs the following tasks:

 B. Tasks

1. Clerical Services 

The Administrative Assistant

• Ensures that the necessary office supplies are available

• Purchases office equipment and supplies within set value limits
• Reports damage, organises, and monitors the service and repair of office equipment
• Liaises with procurement unit of GIZ country office to organise repair and maintenance of CPS carpool (garage, temporary importation, insurance, technical inspection, etc.)
• Prepares logistical aspects of workshops, such as the booking of venues within set value limits, the drafting of invitations, registration of participants, ensuring availability of workshop materials

2. Support to administrative Officers 

The Administrative Assistant

• Organizes signatures, photocopies and scans all documents facilitating business continuity management with CPS offices outside of Kigali
• Liaises with procurement unit of GIZ country office to organise venue bookings and purchases beyond the delegation value limits
• Documents important CPS documents and liaise with CPS administrative officers to file local subsidy and local consultant reports on DMS in line GIZ’s filing rules
• Organizes and compiles information materials
•  Keeps and updates the inventory of CPS assets
• Supports different aspects of local subsidy administration to partner organisations with specific instructions from the program manager

3. General tasks

The Administrative Assistant

• Runs errands, e.g. Delivering and collecting documents

4. Other duties/additional tasks

The administration and office assistant

• Performs other duties and tasks at the request of management

C. Required qualifications, competences, and experience

• Bachelor’s degree or similar qualification from an accredited clerical college
• At least 1-3 years’ professional experience in a comparable position
• Excellent interpersonal and Communication skills
• Experience working in a Team
• Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• Good knowledge of Kinyarwanda and of a European language widely used in the country
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management

Interested candidates should submit their application (motivation letter, updated CV, certificates, and references) until 8^th November 2021 at 4:00 PM, by e-mail to [email protected] The email attachment (max. size 2 MB) should be a PDF file. Please quote the job title in the subject

GIZ is an equal opportunities employer and is committed to the full inclusion of all qualified candidates. This includes the provision of reasonable accommodation, if needed, in order to participate in the job application and interview process and to perform essential job functions. Please, let us know if you have any particular requirements should you be invited for assessment/interview or that you wish us to take into account when considering your application. Women and persons with disabilities are particularly encouraged to apply.

Only shortlisted candidates will be contacted for test and interview.

GIZ Office Rwanda

KN 41 St. / Nr.17, Kiyovu

P.O. Box 59, Kigali, Rwanda

GIZ Office Rwanda reserves all rights!!