Administrative Assistant to the Executive Secretary of Province at WESTERN PROVINCE: (Deadline 30 August 2022)
Job description
1. Manage Executive Secretary office
Keep the diary of appointments of the Executive Secretary,
Receive and orient visitors of the Executive Secretary,
Ensure that office supplies and refreshments are available
Ensure that Executive Secretary’s office equipment is functioning well,
Prepare the Executive Secretary’s travels, missions and meetings,
Take meetings’ minutes where necessary,
Provide information on needed equipment in the Executive Secretary’s office during the planning and budgeting process,
Provide advice on administrative issues,
2. Ensuring proper filing and orientation of documents in the office of the Executive Secretary.
Filing both electronic and hard documents in the office of the Executive Secretary,
Orient correspondences and monitor to ensure that feedback is provided.
3. Receive, sort and distribute official mails and Calls of executive secretary’s office.
Receive e-mails or telephone calls for the Executive Secretary office.
Receive all documents addressed to Executive Secretary’s office
Draft and/or correct and proofread prepared letters
Forward documents submitted by the Executive Secretary to their respective destinations
Follow up on documents submitted by the Executive Secretary
Produce regular report on incoming and outgoing mails/couriers.
4. Ensure proper filing of documents in the Executive Secretary’s office
Establish filing system for Executive Secretary’s office
File both electronic and hard documents in the office of the Executive Secretary.
Minimum Qualifications
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Bachelor’s Degree in Economics
0 Year of relevant experience
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Advanced Diploma in Secretarial Studies
0 Year of relevant experience
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Advanced Diploma in Office Management
0 Year of relevant experience
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Bachelor’s Degree in Secretarial Studies
0 Year of relevant experience
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Bachelor’s Degree in Public Administration
0 Year of relevant experience
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Bachelor’s Degree in Administrative Sciences
0 Year of relevant experience
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Bachelor’s Degree in Sociology
0 Year of relevant experience
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Bachelor’s Degree in International Relations
0 Year of relevant experience
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Bachelor’s Degree in Communication
0 Year of relevant experience
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Bachelor’s Degree in Public Relations
0 Year of relevant experience
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Bachelor’s Degree in Media
0 Year of relevant experience
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Bachelor’s Degree in Law
0 Year of relevant experience
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Bachelor’s Degree in Development Studies
0 Year of relevant experience
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Bachelor’s Degree in Procurement
0 Year of relevant experience
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Bachelor’s Degree in Psychology
0 Year of relevant experience
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Bachelor’s Degree in Accounting
0 Year of relevant experience
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Bachelor’s Degree in Arts and Publishing
0 Year of relevant experience
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Bachelor’s Degree in Social Work
0 Year of relevant experience
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Bachelor’s Degree in Political Sciences
0 Year of relevant experience
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Bachelor’s Degree in Finance
0 Year of relevant experience
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Bachelor’s Degree in Marketing
0 Year of relevant experience
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Bachelor’s Degree in Business Administration
0 Year of relevant experience
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Bachelor’s Degree in Customer Relations
0 Year of relevant experience
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Bachelor’s Degree in Business Information Technology
0 Year of relevant experience
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Bachelor’s Degree in Hospitality Management
0 Year of relevant experience
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Bachelor’s degree in Linguistics and Literature
0 Year of relevant experience
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Bachelor of Office Administration and Management
0 Year of relevant experience
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Bachelor’s Degree in Management
0 Year of relevant experience
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Bachelor’s Degree in Journalism
0 Year of relevant experience
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Bachelor’s degree in Travel and Tourism Management
0 Year of relevant experience
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Bachelor’s Degree in Supply Chain Management and Logistics
0 Year of relevant experience
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Bachelor’s Degree in Translation and Interpretation Studies
0 Year of relevant experience
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Bachelor’s Degree in Language and Arts Education
0 Year of relevant experience
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Advanced diploma in office management and administration
0 Year of relevant experience
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BA (HON) IN ARTS AND CREATIVE INDUSTRY
0 Year of relevant experience
Competency and Key Technical Skills
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Integrity
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Strong critical thinking skills and excellent problem solving skills.
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Inclusiveness
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Accountability
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Communication
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Teamwork
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Client/citizen focus
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Professionalism
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Commitment to continuous learning
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Administrative skills
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Resource management skills
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Problem solving skills
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Decision making skills
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Time management skills
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Risk management skills
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Results oriented
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Digital literacy skills
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Fluency in Kinyarwanda, English and/or French. Knowledge of all is an added advantage
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Strong organization skills with ability to multitask and priorities
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Confidentiality, ethical and teamwork skills;
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Team working Skills
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Analytical skills;
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Creativity and initiative skills
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skills in Professionalism
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Communication Skills Verbal and Written
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