SUPERVISOR: Country Representative
TYPE OF CONTRACT: 1 year renewable
The Executive Secretary is responsible for the smooth running of the executive office in the areas of communications, international registrations, donor and government reporting and billing, event and meeting management, and coordination of international travel. It requires a high-level of confidentiality and transparency with the Country Representative, and a significant degree of organization, diplomacy, independent initiative and follow-through. The Executive Secretary provides administrative support to the PSI/Rwanda executive team comprised of Technical Advisors, and Directors.
RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:
1. Support the Country Representative in all tasks, where required.
2. Maintaining proper functioning of the Executive Office including document flow, institutional filing of all official and original institutional documents and correspondence, CR meeting and calendar coordination and correspondence in and out of the executive office
3. Coordinate, plan and minute all institutional Meetings, including management team meetings, offsite meetings partners meetings training and capacity building programs, programmatic events, etc
4. Lead annual registration process, expatriate work with visas and permits, international visitor hosting and logistics, international to- and from the platform, managing air tickets, hotel reservations, hotel pickups and drop-offs, travel visas, etc
5. Lead the international posts to PSI W, KfW and other international donors, maintaining accurate records on international mail and following up on delivery
6. Maintain strong institutional public relations with Donor and government Partners, monitoring the annual local and international work planning and reporting calendar, following up donor contracts and invoices and keeping PSI library materials
7. Participate in cross departmental task forces with department heads, where approved y the Country Representative and/or Management Team, to improve institutional performance, workplace productivity or morale
8. Draft, translate, code and/or distribute all executive team correspondence
9. Support executive team logistics, including travel reservations and justification paperwork, petty cash advances/justifications, etc.
10. Schedule and minute meetings.
11. Maintain calendars and meeting schedules.
12. Support executive team logistics, including travel reservations and justification paperwork, petty cash advances/justifications, etc.
13. Collate, print, file and/or distribute documents.
14. Follow up paperwork, including requisitions, purchase orders, etc.
These responsibilities are not exhaustive and may be, if needed, modified by supervisor.
QUALIFICATIONS:
• 2 year post-secondary degree in Secretariat/Communication/Public Relations or Public Administration. May have a certificate in technical training in related field.
• Lower qualifications with longer experience may be considered.
• Fluency in Kinyarwanda, and either French or English. Proficiency in both French and English is a plus.
• Demonstration of strong writing, communication, and presentation skills.
• Full fluency in Microsoft Office, particularly Excel spreadsheets, graphing and chart functions.
REQUIREMENTS:
• Application letter;
• Curriculum Vitae;
• Copy of birth certificate;
• Criminal record not older than three months;
• Certified copy of degrees/diplomas;
• Certificate of work for those who have worked/ certificate of employment for those on the job.
STATUS: this position is based at PSI-Rwanda Head Quarter.
All interested applicants should submit all documents above to:
PSI Rwanda
Human Resource Department
Po. Box 3040 – Kigali / Rwanda
