Vacancy title:
Administrative Assistant

[Type: FULL_TIME, Industry: Nonprofit, and NGO, Category: Admin & Office]

Jobs at:
Build Centre

Deadline of this Job:
Friday, July 25 2025

Duty Station:
Kigali | Rwanda

Summary
Date Posted: Thursday, June 26 2025, Base Salary: Not Disclosed

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JOB DETAILS:

Administrative assistant responsibilities:

• Answer and direct phone calls
• Organize and schedule appointments and meetings
• Maintain contact lists
• Produce and distribute correspondence memos, letters, faxes, and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Order office supplies
• Book travel arrangements
• Submit and reconcile expense reports
• Provide general support to visitors
• Provide information by answering questions and requests
• Take dictation
• Generate reports
• Handle multiple projects
• Prepare and monitor invoices
• Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies
• Contribute to team effort by accomplishing related results as needed
• Carry out administrative duties such as filing, typing, copying, binding, scanning,
• Write letters and emails on behalf of other office staff
• Book conference calls, rooms, taxis, couriers, hotels,
• Cover the reception desk when required
• Maintain computer and manual filing systems
• Handle sensitive information in a confidential manner
• Take accurate minutes of meetings
• Reply to email, telephone, or face-to-face inquiries
• Develop and update administrative systems to make them more efficient
• Resolve administrative problems
• Oversee and supervise the work of junior staff
• Maintain up-to-date employee holiday records
• Coordinate repairs to office equipment
• Provide polite and professional communication
• Implement clerical duties and administrative processes

Administrative assistant requirements:

• Proven admin or assistant experience
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills in English, French is an advantage
• Strong organizational and planning skills
• Proficient in MS Office
• At least 2 years of experience in the field or in a related area 

Work Hours: 8

Experience in Months: 24

Level of Education: bachelor degree

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