Executive Secretary at Rwanda Institute of Quantity Surveyors: (Deadline 23 October 2024)

RECRUITMENT NOTICE

Position: Executive Secretary (1)

Terms: Local, Full-time

Report to: RIQS Council

Expected start date: As soon as possible

Position Location: Main Office, Kigali city, Gasabo District and outside the office where necessary.

Nationality: Applicant should be a Rwandan

About Rwanda Institute of Quantity Surveyors (RIQS):

The Rwanda Institute of Quantity Surveyors (RIQS) is a recognized professional body legally operating in Rwanda and the region. It was officially launched in Rwanda on July 14, 2023, by the Minister of Infrastructures. RIQS’ mandate is to regulate, scale, and promote the core values of the Quantity Surveying profession in Rwanda as per regional and international standard practices. The institute is committed to cultivating well-trained professionals in the construction industry, equipped with the expertise to efficiently manage the financial, contractual, and administrative aspects of all types of construction developments, buildings, engineering works, and public infrastructure, including service utilities.

Position Purpose:

Executive Secretary is multifaceted, involving administrative, strategic, and operational responsibilities. Overall, the Executive Secretary plays a crucial role in ensuring the smooth operation of the institute, supporting its leadership, and contributing to its long-term success. He acts as a bridge between the governing council, staff, QS members and external stakeholders, facilitating effective communication and coordination.

MAJOR DUTIES AND RESPONSIBILITIES:

• Schedule and organize Council meetings, committee meetings, and other official gatherings, taking minutes, distributing them to relevant parties andfollowing up meetings resolutions with concerned members/ entities.
• Prepare agendas, travel arrangements / appointment arrangements and ensuring proper use of the assets of RIQS.
• Liaise with key stakeholders and strengthen partnerships with organizations to advocate for the Quantity Surveying profession.
• Handle official correspondence, including emails, letters, and phone calls.
• Act as a point of contact between the governing council, QS members and external stakeholders.
• Conduct research, collect and analyze data to prepare reports and documents
• Ensure compliance with legal and regulatory requirements.
• Support the implementation of the Organization’s policies and strategies as defined by the Council.
• Ensure that organizational activities align with the mission and goals of the organization.
• Provide administrative support to the Governing council.
• Facilitate effective communication and coordination among Council members.
• Assist in the development and execution of strategic and annual action plans.
• Monitor progress towards strategic goals and report to the governing council.
• Oversee the implementation of projects and programs.
• Ensure that projects are completed on time, within budget, and achieve their objectives.
• Prepare invoices or financial statements and provide assistance in bookkeeping and

 in budgeting and financial planning.

• Monitor expenditures and ensure financial accountability and transparency.
• Organize recruitment, training programs, and management of committees, volunteers and RIQS members.
• Foster a positive organizational culture and work environment.
• Engage with donors, partners, government agencies, and other stakeholders.
• Represent the organization at conferences, forums, and public events.
• Support advocacy initiatives and public relations efforts.
• Promote the organization’s mission, values, and activities to the wider community.
• Uphold ethical standards and practices within the organization.
• Identify and manage risks to the organization.
• Promote continuous learning and professional development.
• Assist in fundraising efforts and resource mobilization.
• Develop proposals and seek funding opportunities.
• Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders and receive ago ahead from the council.
• Create, update and maintain electronic and paper records /database for the institute by ensuring that information is organized and easily accessible.
• Conduct research and prepare presentations, concept notes, MoUs, or reports where necessary.
• Any other assignment as directed by the council

QUALIFICATIONS AND COMPETENCIES:

The education and professional qualification are below;

• At least Bachelor’s degree in Quantity Surveying, Business Administration, Public relations, law, communications or any related field.
• Proven minimum 3 years of experience in secretarial, administrative, capacity building, external relation or leadership role is desirable.
• Ability to build positive relationships and partnerships with members, committees, and key stakeholders.
• Ability to work under pressure and meet strict deadlines.
• Ability to work independently and as part of a team.
• Excellent communication skills, both oral and written, in English.
• Excellent planning and organizational skills.
• Proficiency in computer literacy (MS Word, MS Excel, MS PowerPoint).
• Social media management skills.
• Strong public speaking skills.

REQUIRED DOCUMENTS

• Application letter addressed to the Chairman of Rwanda Institute of Quantity Surveyors.
• Updated signed CV;
• Notified academic documents/degrees.
• Letter of at least 3 referees
• Copy of national ID card/passport.

SUBMISSION METHOD AND DEADLINE:

The application addressed to the Chairman of Rwanda Institute of Quantity Surveyors shall be submitted at the head-office of Rwanda Institute of Quantity Surveyors (RIQS) located at Kimihurura, BHC building, Third Floor, or email to [email protected] not later than Wednesday, 23^rd October 2024, at 5:00 PM (Local time).

Note:

Only shortlisted candidates will be contacted for tests and/or interviews.

Done at Kigali, on 23^rd September 2024.

QS Charles LUGIRA

CHAIRMAN