Administrative Assistant at Haguruka NGO: (Deadline 19 May 2023)

Administrative Assistant at Haguruka NGO: (Deadline 19 May 2023)

JOB ADVERTISEMENT 

Position: Administrative Assistant 

Background

Haguruka is a non-governmental organization registered under the Rwandan Law. Haguruka’s mission is to promote and defend the rights of women and children. Since its establishment in 1991, Haguruka has since been at the forefront of the fight for the rights of women and children in Rwanda. Haguruka has its head office in Kigali (the capital city of Rwanda) with regional offices in Northern, Eastern, Southern, and Western provinces of the country. It works towards empowering women and children to claim their rights by improving their access to quality justice across the country.

Position Background 

HAGURUKA seeks to hire an Administrative Assistant who will be supporting the organization’s daily operations, facilitating effective communication, and providing essential administrative assistance to staff and clients. The Administrative Assistant will also assist with the implementation of project activities by providing administrative and logistical support to project staff. S/he provides secretarial assistance, and assists with maintaining efficient office operations – copying/filing of documents, managing reports and resources, scheduling and coordinating meeting/events and administratively supports project staff. The Administrative Assistant ensures that administrative activities are conducted according to Project policies and procedures and in compliance with Donor regulations. The Administrative Assistant is aware of, and adheres to, Program Procurement Integrity standards in all activities.

Key Responsibilities

• Manage Haguruka meetings, events, and appointments meant for public relations,
• Ensure effective communication with internal and external partners,
• To assist in filing systems to ensure effective records keeping,
• Handle both internal and external administrative documents,
• To ensure effective hospitality of Haguruka visitors,
• Ensure the rational use of office supplies,
• Assist in preparing job advertisements and general correspondence.
• Arrange and coordinate logistics support for selection and interview processes
• Maintain personnel files while maintaining tact and confidentiality.
• Assist with all aspects of general office coordination.
• To assist in human resources affairs,
• Any additional tasks as directed by the Supervisor

Required skills and qualifications

• Minimum Bachelor’s Degree in Business Administration, hospitality, Public relations, or other related field
• Minimum two years’ experience as an Administrative assistant,
• Strong Communication, collaboration, and interpersonal abilities,
• Experience in using standard editing/proofreading marks and graphic layout designing.
• Demonstrated excellent computer skills in Word, Excel, and PowerPoint.
• Ability to work independently and take initiative to manage high volume and sensitive workflow; knowledge of donor employment regulations and assets.
• Fluency in oral and written English required.
• Ability to manage multiple tasks efficiently and work well under deadlines
• Demonstrated ability to work as an effective team member in a complex and fast-paced environment.
• Professionalism and Confidentiality
• Attention to Details
• Problem-Solving Skills

• Organizational Skills
• Adaptability and teamwork and Collaboration

Reporting

The Administrative Assistant will report to the Director of Finance and Administration

Application Process

Interested candidates can send a one-page motivation letter (addressed to the Executive Secretary) and a resume in English to info@haguruka.org.rw  and state “Application: Administrative Assistant” in the subject line. The closing date for applications is Friday, May 19^th, 2023. Only shortlisted candidates will be contacted for further steps. 

Commitment to Safeguarding and Prevention of Sexual Exploitation, Abuse, and Sexual Harassment:

“Haguruka is committed to Safeguarding its Programme Participants from Exploitation and Abuse and has specific policies on this commitment (including the Code of Conduct) which outline the expected behavior and the responsibility of all staff, consultants, and other organizational representatives. Any candidate offered a job by Haguruka will be expected to sign Haguruka’s Safeguarding Policies. All suspicions and allegations of sexual exploitation harassment and abuse will be taken seriously and responded to swiftly”

Done on 12^th May 2023

Ninette Umurerwa

Executive Secretary