Administrative Assistant to the Executive Director, Rwanda

ADMINISTARTIVE ASSISTANT TO THE EXECUTIVE DIRECTOR
No. IPAR/AFM/001/12

1. BACKGROUND:

The Institute of Policy analysis and Research (IPAR –Rwanda) is a fast growing indigenous, independent, not-for-profit Rwandan Institution. IPAR seeks to enhance evidence based policy making by conducting timely, relevant, high-quality, policy-oriented analysis and research. It also promotes a culture of debate and dialogue on policy issues in Rwanda.
IPAR is seeking to recruit experienced and highly motivated Administrative Assistant to the Executive Director

i Responsibilities:

• The Administrative Assistant will be responsible for routine administrative support, receive and record all in-coming and out-going files.
• Assist ED in overall management of time, setting of priorities, staff follow-up.
• Type, proof-read, edit and print letters and other documents.
• Sort and place in-coming items into the ED’s in-tray and identify telephone calls and issues needing priority attention.
• Receive visitors and telephone calls, and take accurate message.
• Make internal and external appointments and arrange meetings as requested by the ED and the Finance and Administration Manager.
• Ensure good management of the ED’s office equipment.
• Act as a focal point for external communications and correspondences in a timely and accurate manner.
• Attend staff meetings and may take minutes.
• Assist with preparation of Board of Directors and General Assembly meetings.
• Undertake any other duties as requested by the ED.

ii. Qualifications and competencies:

• A university degree in communications, public relations, administration or related field.
• Three years of experience working as an administrative Assistant.
• Events planning and Management skills.
• Project Management skills.
• Good inter-personal skills and excellent verbal and written communication.
• Computer literacy especially in word processing.
• Must be able to record documents, locate and manage office files.
• Keeps confidentiality.
• Must be fluent in English.
• Must be willing to work over-time.

iii. Reporting:

The Administrative Assistant will report to the Executive Director

iv. Duration:

The position is available for immediate start and the duration of the initial contract is negotiable between 2 to 4 years, with possibility of renewal upon satisfactory performance.

v. Remuneration:

An attractive salary commensurate with qualifications and experience will be offered to successful candidate

2. HOW TO APPLY?

Interested candidates should send a short cover letter and CV to:
 recruitment@ipar-rwanda.org
by 2nd April 2012 at 5pm with “Administrative Assistant recruitment” in the subject line.

Please note that only shortlisted candidates shall be contacted. Consider not to have been shortlisted if you are not contacted by April 20th 2012.

Antonia Mutoro