Executive Secretary at The Chartered Institute of Logistics and Transport (CILT) Rwanda: (Deadline 31 May 2024)

Executive Secretary at The Chartered Institute of Logistics and Transport (CILT) Rwanda: (Deadline 31 May 2024)

Job advert

Position: Executive Secretary

Organization: The Chartered Institute of Logistics and Transport (CILT) Rwanda

Location:

1^st Floor, Mathias House,
KN 5 Rd, Kigali

Website: https://ciltinternational.org/news/cilt-rwanda-inaugurated-as-37th-cilt-branch/
Telephone: +250 788 305 018 /+250 798 875 405

About CILT:

The Chartered Institute of Logistics and Transport (CILT) is the leading international professional body for everyone working in supply chain, logistics and transport. We are the leading international voice for logistics and transport professionals, and we support the professionals who plan the roads, drive the trucks, bring in the raw materials, and store the goods safely.

In 1926 we were granted a Royal Charter by King George V with himself as the Patron and the Prince of Wales as the Honorary President. In 197, we were granted the name of the Chartered Institute of Logistics and Transport by Queen Elizabeth II. CILT Charity Registration Number is 313376 with registered office at Earlstrees Court • Earlstrees Road • Corby • Northamptonshire • NN17 4AX • United Kingdom.

CILT Rwanda was inaugurated as the 37th branch of global community of The Chartered Institute of Logistics and Transport (CILT International) on the 30th of October 2021 in Kigali, and this coincided with the first official graduation of its certified members in Rwanda. Overall, CILT Rwanda accounts for 92 members to date, including 28 women.

CILT Rwanda registers as an International Non-Governmental Organization under the auspices of Rwanda Governance Board (RGB) and in the Network of International NGO in Rwanda (NINGO) with our line ministries being MINICOM and MINEDUC.

Job Summary:

CILT Rwanda seeks to recruit a competent Executive Secretary for its secretariat office in Kigali. He/she will be a competent professional who supports the board members and its national president by organizing schedules, attending meetings, managing correspondence, and performing various administrative tasks. He/she will play a crucial role in ensuring efficient coordination and support to the president, allowing him to focus on his managerial responsibilities. Additionally, the Executive Secretary ensures compliance with relevant laws, regulations, and guidelines set forth by Rwanda Governance Board (RGB), Ministry of Trade and Commerce (MINICOM), Ministry of Education, and other public and private stakeholders.

Responsibilities:

1. Maintain Executive’s Agenda:
   • Assist in planning appointments, board meetings, conferences, and other events.
   • Ensure national president’s schedule is well-organized and optimized.
2. Meeting Coordination:
   • Attend meetings and take accurate minutes.
   • Keep records of decisions and action items.
3. Communication Management:
   • Receive and screen phone calls, redirecting them when appropriate.
   • Handle all outgoing and incoming correspondence (e-mail, letters, packages, etc.).
4. Travel Arrangements:
   • Arrange travel for the secretariat, including flights, accommodations, and transportation.
5. Confidential Document Handling:
   • Manage confidential documents, ensuring their security.
   • Prepare invoices or financial statements as needed.
6. Legal Compliance:
   • Stay informed about relevant laws, regulations, and guidelines.
   • Ensure that organizational practices align with legal requirements.
   • Collaborate with legal advisors and stakeholders to address compliance matters.
7. Stakeholder Engagement:
   • Liaise with public and private stakeholders, including government bodies, to facilitate smooth operations.
   • Represent the organization in meetings and discussions related to compliance.
8. Membership Mobilization:
   • Promote CILT membership and encourage new members to join.
   • Process membership applications and maintain accurate records.
9. Professional Development Programs Coordination:
   • Coordinate workshops, seminars, and training sessions for members’ professional growth.
   • Collaborate with trainers and facilitators to organize relevant programs.
10. Licenses Renewal:
    • Ensure timely renewal of CILT Rwanda licenses
    • Ensure timely renewal of certifications for members and annual maintenance of membership grades.
    • Keep track of expiration dates and communicate renewal requirements.
11. Annual Action Plans Development:
    • Assist in developing annual action plans aligned with organizational goals.
    • Monitor progress and report on achievements.
12. Drafting MoUs (Memoranda of Understanding):
    • Prepare MoUs with partner organizations, stakeholders, and sponsors.
    • Ensure clarity and compliance with legal standards.
13. Regular Reporting:
    • Generate reports on membership statistics, program outcomes, and compliance status.
    • Present reports to the secretariat and relevant authorities.
14. Special Interest Groups Coordination:
    • Facilitate coordination among special interest groups (e.g., Women in Logistics – WiLAT, CILT Next Generation).
    • Organize events, networking opportunities, and knowledge-sharing sessions.

Qualifications:

• Bachelor’s degree in Supply chain management. Logistics, Business Administration, Secretarial Studies, Legal studies, or a related field.
• Proven experience as an Executive Secretary or similar role.
• Proficiency in office software (e.g., Microsoft Office Suite).
• Excellent time-management and organizational skills.
• Strong communication and interpersonal abilities.

Application:

If you are interested in this position, please email your CV and cover letter, along with a copy of your degree and any relevant certificates, the email should be addressed to the president of CILT Rwanda at [email protected], with [email protected], [email protected] and [email protected] copied. The deadline for applications is May 31, 2024, after which the chosen applicants will receive invitations for interviews.