Administrative Assistant (m/f) - Kigali

Enabel is the Belgian development agency. It implements Belgium’s governmental cooperation. The agency also works for other national and international donors. With its partners in Belgium and abroad, Enabel offers solutions to address pressing global challenges - Climate Change, Urbanisation, Human Mobility, Peace and Security, Economic and Social Inequality - and to promote Global Citizenship. With 2,100 staff, Enabel manages about 200 projects in twenty countries, in Belgium, Africa and the Middle East. 

We have over 20 years' experience in areas ranging from education and health care to agriculture, environmental protection, digitalisation, employment and governance. Enabel’s expertise is eagerly sought-after by partners around the globe – ranging from the Belgian government, European Union institutions, governments of other countries and the private sector. We work with civil society, research institutes as well as businesses and we foster fruitful interaction between development policy and other areas. 

Enabel is currently implementing a five-year bilateral cooperation program (2024 - 2029), with a total budget of 95 million euros, in three priority development sectors in Rwanda: health, agriculture, urbanization and support in public financial management. Enabel is also implementing many other projects funded by third parties (European Union and European Development Actors).

To ensure business continuity, Enabel is currently looking for an Administrative Assistant (f/m). 

Duty Station: Kigali 
Duration of the contract: Open-ended employment contract – local contract according to the Rwandan labor law 
Expected starting date: January 2025

Function:

The Administrative Assistant on one hand is responsible of the reception and support the secretariat and on the other hand provides general support (Administration, Logistics, HR and Finance, ) to the office management in order to ensure a working environment in which co-workers can concentrate on the core of their duties. 

In general, (s)he will:

• Carry out various administrative tasks (filing, archiving, follow-up of documents etc) in order to guarantee efficient support to the organization.
• Manage Enabel Rwanda archives (Representation and project)
• Updates of internal and external contact lists
• Ensure that internal and external meetings or events are organised and followed up in order to foster a smooth organisation and to ensure that information is disseminated to all participants.
• Ensure that the necessary materials for the proper functioning of the service are available in order to allow that everyone benefits of adequate logistics support for their activities.
• Ensure that all relevant correspondence and documents that are needed for the business/unit are filed and kept in order to quickly access information looked for.
• Elaborate mission orders (Local and abroad);
• Manage booking of hotels and restaurants…; 
• Support to facilitation of visa/work permit application for Expats
• Support to facilitation of IT regime for Expats and Enabel Cars with IT Plates (first registration and renewal)
• Support the integration and follow up of new staff (communication, insurance etc) and its follow up,
• Support with Fleet and drivers' managements
• Support with material and equipment's managements including their respective inventories
• Provide any other support in line with this function (secretariat, reception, administration and logistics etc)

Specific Support to Finance and Contracts:

• Invoices reception, scanning, dispatching, and filling. 
• Support in payment process both in Bank system and financial too - UBW (payment voucher preparation and payment initiation on bank system.
• Preparation of VAT refund files Support in the processing and management of small purchases as the project purchase focal person

Profile:

QUALIFICATION AND EXPERIENCE

• Rwandan Citizen.
• Bachelor’s degree in administration, Office Management, Secretariat, Law Management or Logistics.
• Minimum 5 years of relevant working experience in similar position within either a public organization, a government project or a highly recognized private organization. 
• Having a relevant working experience of at least 2 years with development projects and programs shall constitute an advantage

TECHNICAL SKILLS 

• Proficient in Kinyarwanda and English. Working knowledge of French is an asset.
• Computer literate with proficient knowledge of MS Word, Excel and Power Point
• Excellent interpersonal skills and ability to work as part of a team 
• Ability to work in an international, multi-stakeholder environment, maintain effective and cooperative relations with national authorities as well as donors
• Strong verbal and written communication skills; 
• Organizational skills
• Ability to work autonomously

ATTITUDE

• Be of proven moral integrity.
• Strong customer service oriented;
• Highly self-motivated and directed;
• Supportive and flexible.
• Quick learner
• Strong sense of responsibility and initiative (proactive).
• Constructive and solution oriented. 
• Ability to contribute effectively to a collaborative governance framework by taking ownership, being accountable, and communicating honestly and transparently. 

We offer:

• A stimulating and varied job in a multi-cultural environment.
• Salary package according to our salary grids (class 3 – Administrative Assistant) From 930.163RWF monthly gross salary, adjustable depending on the number of years of relevant experience, 
•  Additional benefits:

                     -    Insurance coverage (medical and group workers protection)
                     -    Option for remote working depending on the nature of the job
                     -    Personal Learning and development, on the job and outside
                     -    Opportunity for internal mobility

Applicants are also required to commit to the vision, mission and values of Enabel .(https://www.enabel.be/content/enabel-vision-mission-values) 

Following this recruitment procedure, a shortlist/reserve of successful applicants may be constituted which may be sourced in the next three years for similar job openings.

How to apply

Applicants fulfilling the above-mentioned criteria are invited to submit their application documents through Enabel jobsite https://jobs.enabel.be/ by clicking the "Apply now" button to include updated Curriculum Vitae, a motivation letter. Submit the full file not later than 20th October 2024. Only applications submitted via the above link will be considered. **Remember to upload your file**

Men candidates are strongly encouraged.

Enabel is committed to equal opportunities and diversity in its workforce. We do not discriminate on the basis of gender, origin, age, religion, sexual orientation, disability status or any other factor other than competence.

Enabel never requests money to be part of any recruitment process.

Done at Kigali, on 09th October 2024

Country Director, 
Enabel in Rwanda