Job at Ministry of Youth : Administrative Assistant to Permenant Secretary (Deadline: 18 January 2018 )

Job at  Ministry of Youth :  	Administrative Assistant to Permenant Secretary  (Deadline: 18 January 2018 )

Job at  Ministry of Youth :  Administrative Assistant to Permenant Secretary  (Deadline: 18 January 2018 )

Job Description

The Administrative Assistant is responsible of:

1. Receive and direct visitors for the PS;
2. Receive and exploit, prepare and write draft letters and other correspondences in PS’s office;
3. To ensure that files to be forwarded to the PS are ready on time;
4. To remind the PS of urgent files, meetings and important events and arrange them in a priority order in his/her office to facilitate his/her work;
5. To keep the diary of the PS;
6. To take minutes during the meetings chaired by the PS;
7. To manage Office supplies for the PS’s Office;
8. File dossiers and documents in the office of the PS;
9. Manage correspondences (outgoing or incoming) in PS’s office;
10. Recording and forwarding to concerned staff members any mail received or sent by PS;
11. Maintain the PS’ s appointment book;
12. Maintain order and a favourable environment in the PS’s office;
13. Analyse and summarise the contents of dossiers to be submitted for PS’s approval;
14. Identify priority dossiers to be submitted to the PS;
15. Organise the PS’s Secretariat;
16. Record, handle and file the PS’s confidential dossiers;
17. Preparing monthly, quarterly and annual progress reports and whenever required;
18. Performing any other duties as may be ascribed to him/her by the Ministry’s

 

Job Profile



A1 in Secretarial Studies, Office Management with 3 years of experience or A0 in Public Administration, Management, Sociology, Law, Communication.

Key Technical Skills & Knowledge required:

• Office Management Skills;
• Excellent Communication, Organizational, Interpersonal Skills;
• Computer knowledge (Word Processing, Power Point and Internet);
• Analytical and problem solving skills;
• Time management skills;
Fluent in Kinyarwanda, English and/ or French; Knowledge of all is an advantage.

 

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