Administrative Assistant (ARO) at International Vaccine Institute:(Deadline Ongoing)

Administrative Assistant (ARO) at International Vaccine Institute:(Deadline Ongoing)

Job Description

The purpose of the role is to provide comprehensive administrative support to the Deputy Director General (DDG) of the IVI Africa Regional Office, Kigali, Rwanda. The Secretary will ensure the smooth execution of the DDG’s responsibilities by managing schedules, coordinating meetings and travel, drafting correspondence, and supporting key initiatives. The role requires a high level of professionalism, discretion, and efficiency in handling sensitive information and representing the office in interactions with stakeholders.

Key Roles & Responsibilities

1. Provide administrative support to the DDG and the office

• Manage calendar and daily
• Type and proofread documents, reports, correspondences, messages, queries, etc., as may be required by assigned supervisors.
• Draft responses to routine correspondences for the signature of the supervisors.
• Receive guests/visitors/staff and provide them with basic information on relevant issues and procedures.
• Maintain a proper filing and recording system for all incoming and outgoing correspondences and documents, organize approval requests, make travel arrangements, claims etc.
• Answer and screen telephone calls/E-mail messages and ensure follow up with supervisors and partners.
• Assist with appointments and meeting arrangements – scheduling, drafting agendas, writing meeting minutes, drafting conclusions, and tracking follow-up status on meeting actions.
• Keep equipment in use in good condition and report on defects for maintenance and other necessary action.
• Provide day to day routine administrative supports to various work units of the assigned Department / Division / Units.
• Perform reception services where required.

2. Communicate with internal and external stakeholders

• Coordinate internal communication meetings (ex. All staff meetings).
• Arrange and provide secretarial support for stakeholders’ meetings, committees, and other corporate meetings (when required).
• Communicate with external parties as required; meetings, visitor planning, etc., including donor agencies, government representatives, external advisors, consultants and auditors, etc.

3. Other relevant administrative duties or responsibilities requested by DDG and deputies.

Job Requirements and Qualifications

   1. Education Requirements

• A minimum of Diploma in secretarial or office management is required with 3 years’ experience.
• Or Bachelor’s Degree in Business Management, Secretarial of office management or related field with 2 years’ experience.

   2. Related Field Work Experience

• A minimum of 3 years relevant work experience in administrative and/or secretarial work, preferably in an international or multicultural organization.
• Experience managing senior-level executive schedules and correspondence.
• Experience in Office Management is mandatory.

   3. Technical and Professional Skills / Knowledge

• Proficiency in office software, including Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook)
• Strong organizational and time management skills, with attention to detail.
• Excellent written and verbal communication skills in English. Knowledge of French or Kinyarwanda is an added advantage.
• Familiarity with administrative systems such as travel booking, document management, and event planning.
• Strong interpersonal and relationship-building abilities.
• High degree of discretion and ability to maintain confidentiality.
• Initiative and proactive problem-solving skills.

   4. Key Competency

• Effective Communication: Demonstrates clear and professional communication skills, both written and oral, tailored to a diverse audience.
• Planning and Organizing: Proactively plans, organizes, and prioritizes tasks to meet deadlines efficiently.
• Attention to Detail: Ensures accuracy and thoroughness in all tasks, from document preparation to managing schedules.
• Teamwork: Works collaboratively with colleagues, fostering a positive and productive team environment.
• Adaptability: Thrives in a fast-paced, dynamic environment, handling multiple priorities and unexpected changes with ease.
• Customer Focus: Demonstrates a service-oriented approach in interactions with both internal and external stakeholders.
• Problem-Solving: Identifies and resolves administrative challenges with creativity and sound judgment.
• Cultural Sensitivity: Displays respect and understanding of cultural diversity, fostering an inclusive workplace environment