Gateway to East & Central Africa
JOB ANNOUNCEMENT – DEADLINE: July 26th 2013
The PRIME ECONOMIC ZONES LTD would like to invite qualified candidates to apply
for the Administrative Assistant position.
A) DUTIES OF THE ADMINISTRATIVE ASSISTANT
Under the supervision of the Managing Director and without being exhaustive,
the Administrative Assistant will act as the main link for the company partners.
Besides that, she will perform the following tasks:
• To receive, register and dispatch all incoming Company correspondences and to
ensure the follow-up;
• To send the outgoing Company correspondences;
• To receive and direct Company visitors;
• To look for any information that could be useful to the Company and to pass
it on the concerned person;
• To draft all Company correspondences, agenda and minutes of meetings done
including those of the Board committee and to edit reports as requested by the
Managing Director;
• To be responsible of the Managing Director´s agenda and to highlight all
major reports to be produced (monthly, quarterly and annual reports);
• To inform the Managing Director on all important and urgent matters and
receive from his/her related instructions;
• To prepare and cater for all Company events : workshop, organizing
consultants mission, preparing all the necessary documents in collaboration
with the Company staff;
• To gather comments on draft reports and to be responsible of their
integration in the final reports;
• To provide operational support to the Company staff;
• To make travel and shipment arrangement (keep contact with travel agencies
for ticket purchase, other arrangements related to trips, accommodation,
etc…);
• To be responsible of the mailing and filing system of Company documents in
general ;
• To organize the service providers index and to ensure its regular updating
(address, telephones, e-mails);
• To ensure that all government registration requirements are filled and
up-to-date.
• To keep and to update on a regular basis Company staff files;
• To be responsible of the training program of the Company staff and to ensure
its monitoring;
• To be responsible of all operational communication aspects of the Company ;
• To manage the office stationary and other consumables;
• To keep all Company registers (assets, sales, stock stationary, etc.)
• To perform any other duty as and when required by the Managing Director.
B) PROFILE OF THE ADMINISTRATIVE ASSISTANT
Knowledge:
The candidate must have proficient knowledge in the following areas: knowledge
of office administration and bookkeeping procedures, ability to maintain a high
level of accuracy confidentiality concerning financial and employee files.
Skills:
The candidate must demonstrate the following skills: excellent interpersonal
skills, team building skills, analytical and problem solving skills, very
effective organizational skills, effective written communications skills,
computer skills including the ability to operate spreadsheet and word
processing programs, stress management skills, time management skills, and
basic skills in accountancy.
Personal Attributes:
The candidate must maintain strict confidentiality in performing his/her
duties. The incumbent must also demonstrate the following personal attributes:
be honest and trustworthy, be respectful, possess cultural awareness and
sensitivity, be flexible, and demonstrate sound work ethics.
Education and experience required:
The candidate should have at least a Bachelor´s degree in Office management or
Business Administration (A0) and a minimum of five (5) years´ experience in a
similar position.
The candidate should also meet the following criteria:
Be a Rwandese national, fluent in French or English and to have basic concepts
in the other language. The mastering of both languages being an asset. Be ready
to start the work immediately once recruited.
All interested candidates are invited to submit a letter of application for
employment with a certified of his/her degree(s), a copy of the identity card
or passport, detailed C.V, names of three referees persons and their address.
These documents should be submitted at the following address: PRIME ECONOMIC
ZONES LTD, GRAND PENSION PLAZA Building, 8th Floor, P.O. Box 1321,
KIGALI/RWANDA not than later July 26th, 2013 at. 5:00 pm.
