Administrative Jobs at University of Global Health Equity (UGHE), Partners In Health and other companies in Rwanda

1. Butaro Administrative Assistant Job at University of Global Health Equity (UGHE)

Deadline of this Job: 25th November 2018

JOB BRIEF:
Responsibilities

• Print and distribute documents and materials such as operational policies for campus life and student affairs, administrative processes and procedure as recorded in Administrative SOPs;
• Book and set up meeting rooms and classroom for different events such as conferences, staff meetings and all other University’s activities and events;
• Support in the preparation of monthly budget for MGHD and other UGHE-related events and prepare expense reports for the same to ensure prudent utilisation of funds;
• Act as the point of contact for internal and external clients at the central service department on a daily basis to ensure clients, staff and students are attended to in an orderly fashion;
• Write and distribute email, correspondence memos and letters to ensure that important information is properly addressed and communicated to staff members;
• Maintain and update UGHE Google Site (Intranet) with new forms and documents, and provide support to staff as needed;
• Liaise with the Administrative Coordinator in planning all campus and off campus events, this includes developing logistics plans and preparing budgets;
• Support UGHE staff and visitors with visa requests/travel letters, flight and hotel bookings, on ground transportation and any other arrangements as needed;
• Provide support with office space requests, allocation and follow up with office maintenance to carry out repairs;
• Plan and execute students’ week/weekend intensive classes in liaison with program heads;
• Process incoming invoices for payment in a timely manner;
• Manage Pingboard invitations to new staff; and, Support in resolving any administrative problems and perform other tasks as assigned.

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2. Front Desk Administrative Assistant Job at University of Global Health Equity (UGHE)

Deadline of this Job: 25th November 2018

JOB BRIEF:
Responsibilities

• Act as the point of contact for internal and external clients at the central service department on a daily basis to ensure clients, staff and students are attended to in an orderly fashion;
• Provide support in office space management through rearranging and designating staffs to ensure proper utilization of the space;
• Maintain an electronic and hard copy filing system, including recording outgoing and incoming courier and invoices as well as ensuring regular checking of UGHE Mail Box for other incoming couriers in liaison with Kigali Front Desk Administrative Assistant.
• Triaging incoming requests, queries, phone calls, and invitations;
• Support in the requisition of office supplies and despatch of the same to various office.
• Maintain complete and accurate front desk logs, including daily interaction forms detailing all the issues and feedback given;
• Provide program and event assistance by answering questions and guiding participants to the appropriate location;
• Acts as customer care advisors of the University by feedback and suggestions with appropriate justification when necessary to visitors, students and staff members;
• Support in booking meeting rooms and allocation office space in liaison with Administration and Campus Operations teams; and,
• Support in resolving any administrative problems and perform other tasks as assigned.

Qualifications

• Minimum of 2 years of work experience in providing administrative services;
• Minimum of bachelor’s degree in education, communications, business management, or related field from a recognised institution
• Fluency in Microsoft Word, Excel, PowerPoint and Google Drive
  Intermediate experience in processing financial transactions.
• Ability to work independently and take initiative; must be a quick learner, able to multi-task and easily adapt to changing circumstances;
• Exceptional interpersonal skills including ability to interact professionally with culturally diverse staff, partners, and clients;
• Advanced organizational skills and capacity to handle multiple assignments and meet deadlines with attention to detail and quality;
• Ability to effectively work on a team in a complex, fast-paced environment;
•  Demonstrated maturity and judgment;
• Passion for social justice and desire to contribute to global health education;
• Ability to collaborate effectively with culturally diverse staff across departments and organizations; and,
• Fast learner of the institutions programs and offering.

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3. Administrative Assistant Job at Partners In Health

Deadline of this Job: 13th November 2018

JOB BRIEF:
Responsibilities

• Print and distribute documents and materials such as operational policies for campus life and student affairs, administrative processes and procedure as recorded in Administrative SOPs;
• Book and set up meeting rooms and classroom for different events such as conferences, staff meetings and all other University’s activities and events;
• Support in the preparation of monthly budget for MGHD and other UGHE-related events and prepare expense reports for the same to ensure prudent utilisation of funds;
• Act as the point of contact for internal and external clients at the central service department on a daily basis to ensure clients, staff and students are attended to in an orderly fashion;
• Write and distribute email, correspondence memos and letters to ensure that important information is properly addressed and communicated to staff members;
• Maintain and update UGHE Google Site (Intranet) with new forms and documents, and provide support to staff as needed;
• Liaise with the Administrative Coordinator in planning all campus and off campus events, this includes developing logistics plans and preparing budgets;
• Support UGHE staff and visitors with visa requests/travel letters, flight and hotel bookings, on ground transportation and any other arrangements as needed;
• Provide support with office space requests, allocation and follow up with office maintenance to carry out repairs;
• Plan and execute students’ week/weekend intensive classes in liaison with program heads;
• Process incoming invoices for payment in a timely manner;
• Manage Pingboard invitations to new staff; and,
• Support in resolving any administrative problems and perform other tasks as assigned.

View Details and Apply