To provide practical and confidential comprehensive administrative support to the ASG Foundation to ensure its smooth and efficient running through day-to-day organization and office administration and its procedures.

The role holder is responsible for managing budgets, handling logistics, and acting as a point of reference for everyone in the Foundation.

Key duties and responsibilities

• Provide confidential, efficient, and effective administrative support to the leadership team and Foundation staff to ensure efficient service delivery in the ASGF offices for all stakeholders.
• Manage the reception and administrative activities of the office to ensure proper office operations.
• Perform general office duties, including inputting data, preparing letters, and mailing information using database/mail merge, word process, proofreading and formatting letters, reports, and other documents for internal and external circulation.
• Coordinate and supervise service providers, ensuring efficient workflow.
• Maintain and update ASGF databases and insurances, ensure he/she liaises with relevant experts to update and maintain office licenses and insurance for the assets.
•  In liaison with security personnel, monitor office entry systems and reception area and oversee authorized access and safety of the office premises.
• Liaise with the office building management personnel to maintain office infrastructure and promote a conducive working environment for all stakeholders.
•  Maintain an effective and efficient filing system and provide safe custody of confidential records, maintain the archive section and retrieval of records in accordance with the document management policy.
•  Manage the fixed assets and keep updated records of asset movements.
• Supervise the functioning of office facilities and report incidents or issues that need attention for maintenance.
•  Co-ordinate travel arrangements for local and international travels for the ASGF Team including air ticket, and accommodation booking.
•  Manage office supplies and coordinate servicing of office equipment, and office imprest allocated as guided by the policies.
•  Stay aware of and comply with policies and procedures relating to health & safety, security, and confidentiality, reporting all concerns to the appropriate persons.
•  Facilitate and participate in induction training, staff review processes, and professional development opportunities
•  Provide logistical support and facilitate events or meetings organized by the Foundation in liaison with relevant stakeholders.
•  Provide support in resolving conflicts and other issues related to office administration.
•  Monitor and follow up on compliance with regulations of related authorities to hedge against penalties.
• Identify and suggest mitigation measures to the risks related to the administration and operation of the ASGF.
•  Coordinate the drivers and cleaners where allocated.
•  Participate in and carry out any administrative and organizational tasks within the role’s remit, providing data returns, as requested by the supervisor.

Expected Outputs/ Deliverables

• Efficient and effective administrative support
• Safe custody of ASGF records
• Conducive working and study environment
•  Authorised access and safety of the ASGF office premises
•  Logistical support
• Compliance with policies and procedures
•  A well-organised office and conducive office environment
• Quality documentation (minutes, outgoing memos, and correspondences)
• Reliable and timely information provided to internal and external customers
• Well managed and accurate filing system
• Timely disposal of records in accordance with document management policy.
•  Timely submission of office imprest accountability to the accounts department

PERSON SPECIFICATION

Educational Requirements

•  Minimum of a bachelor’s degree in business administration, management studies, public administration, social science or a similar field from a reputable university.
• A post-graduate degree is a plus.
• Relevant training in office management is an added advantage.
• Being Bilingual (English and French) is an added advantage.

Related Job Experience

• Minimum of 5 years’ office administration experience in a corporate client–facing environment.
• Experience as an Office Administrator.
• Experience in human resource management will be an added advantage.
• Proven experience managing workloads, including complex, confidential, and sensitive issues on initiatives with tight deadlines.
• Experience working with people from different generations and backgrounds.

Required Technical Knowledge/Skills

• Knowledge of office administrative processes, systems and databases.
• Ability to maintain accurate, legible, and up-to-date records.

Required Behavioural Skills

• Outstanding organizational ability
• Problem-solving and conflict-resolution skills
• Ability to prioritize and multi-task

•  Ability to use computers (e.g., MS Office)
•  Excellent communication skills
•  Integrity and self-drive
• Interpersonal and stakeholder engagement
• Attention to detail
•  Innovativeness
• Transparency and accountability
• Capable of maintaining confidentiality and exercising discretion

Terms of Employment and Remuneration

• You will sign an employment contract with the ASG Foundation.
• The work will be carried out in Kigali, Rwanda (There may be instances where local/international travel is required).
• Competitive salary with comprehensive healthcare.