Admin and Logistics Assistant at HHC – DEADLINE: 09/05/2014, , Rwanda

JOB TITLE: Admin and Logistics Assistant

REPORTING TO: Head of Support Services

DUTY STATION: Kigali with temporary deployment in Rubavu.

OVERVIEW

Hope and Homes for Children (HHC) is an international organisation working to ensure that all children have the chance to grow up in the love of a family. We are leading experts in closing children’s institutions and reforming childcare systems. Our Vision a world in which children no longer suffer institutional care and our mission is to be a catalyst for the global eradication of institutional care of children.

HHC has been working in Rwanda since 2002. The country office is located in Gasabo District, Remera Sector, Nyarutarama cell, along Gishushu —Nyarutarama road, KG 521 street

Hope and Homes for Children-Rwanda seeks to recruit a qualified Rwandan national Administrative Assistant with relevant technical and working experience.

POSITION: Administrative and Logistics Assistant

This position is responsible for providing excellence administrative assistance to the HHC Senior management Team and staff.

RESPONSIBLE:

The position reports to the Head of Support Services.

SKILLS/QUALIFICATIONS:
A Bachelor’s Degree in Secretarial studies, Management, Accounting, Finance or related fields,

Proven Experience of at least 3 years as Administrative Assistant, Logistics or procurement officer.

Excellence organization skills, managing diaries and appointments, analysing Information , Professionalism, notion of the child protection policy and child protection standards, Problem Solving, Supply Management, Inventory Control, petty cash, Verbal Communication, Reporting Skills, Administrative Writing Skills, Microsoft Office-Word, PowerPoint, Excel, Outlook Express, Publisher and Internet, Excellent typing speed , Written and spoken English, French and Kinyarwanda,
MAIN ROLES AND RESPONSIBILITIES
Provide full secretarial support by performing MS Word for Windows, PowerPoint and excel charts, assist in production of HHC Newsletter or leaflets;

Develop and maintain filing system & office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies in conjunction with the HR.

Overseeing procurement such as selection and purchase of office equipment) for HHC office in conjunction with HRO;

Organize, co-ordinate and manage functions such as trainings, group session, opening ceremonies, luncheons, media events and Organise conference registrations;

Arrange and book travel, itinerary and associated expenses and Organise hospitality for HHC visitors;

Files managements of HHC documents such as books, publications, reports, leaflets, CDs, DVDs, Pictures and other HHC images stories of change, families stories,…

Maintain SMT diary and providing a high level of personal assistance and administrative support including drafting correspondence and preparing presentation for the SMT;

Daily management-Coordinate meeting (both on and offsite) with senior management as well as external partners, and minute taking;

Scan daily newspaper and various websites for relevant media attention,

Select venues for events,

Liaise with printers, TV and Radio journalists for III IC programs and keep a copy of the awareness raising programs,

Other administrative duties including filing, relief reception, handling phone enquiries and petty cash.
APPLICATION PROCEDURE:
Application letter should be submitted to [email protected]

Please include motivation letter, CV with relevant skills, reference details, degrees and certifications soft copies.

Closing date for applications is May 9th, 2014 at 14:00. Only short listed candidates will be contacted. For details call on 078 838 3222.