Job at Ministry of Youth : Secretary to DAF Unit (Deadline: 18 January 2018)
A. Receive, record and distribute all incoming and outgoing mails from DAF’s Office
1.Receive and check incoming and outgoing mails;
2.Record incoming and outgoing mails;
3.Scan and submit incoming mails through E
– mboni system;
4.Ensure timely distribution of all Incoming/outgoing mails
5. Facilitate Ministry staff to access documents;
6.Ensure the security of the Ministry’ correspondences and stamp;
7.Write and submit on regular basis (monthly and quarterly) reports of the secretariat.
B. Establish and maintain the general filing system and file all correspondences:
1.Maintain a current and accurate filing system;
2. Ensure timely filling of documents;
3.Take minutes of meetings chaired by Director Administration and Finance and file.
C. Receive and provide clear guidance and orientation to Ministry’ clients/visitors:
1.Receive and answer telephone calls and orient them accordingly;
2.Receive Ministry ‘clients/visitors and provide orientation.
A1 in Secretariat Studies, Office Management or A0 in Public Administration, Administrative Sciences, Management, Sociology, Social Work, Law.
Key Technical Skills & Knowledge required:
• Knowledge of Office Administration;
• Communication Skills;
• Computer Skills;
• Interpersonal Skills;
• Organizational Skills;
• Stress Management Skills;
• Time Management Skills;
• Bookkeeping Skills;
• Fluent in Kinyarwanda, English and/ or French; knowledge of all is an advantage