ADMINISTRATIVE ASSISTANT At Practical Action

PRACTICAL ACTION
ABOUT US
We are an International Development Organisation putting ingenious ideas to work so people in poverty can change their world.

We help people find solutions to some of the world’s toughest problems. Challenges made worse by catastrophic climate change and persistent gender inequality. We work with communities to develop ingenious, lasting and locally owned solutions for agriculture, water and waste management, climate resilience and clean energy. And we share what works with others, so answers that start small can grow big.

We are a global change-making group. The group consists of a UK registered charity with community projects in Africa, Asia and Latin America, an independent development publishing company and a technical consulting service. We combine these specialisms to multiply our impact and help shape a world that works better for everyone.

OUR AIMS
We help people find solutions to some of the world’s toughest problems, made worse by catastrophic climate change and persistent gender inequality. Our aims are to:

• Make agriculture work better for smallholder farmers, many of them women, so they can adapt to climate change and achieve a good standard of living
• Help more people harness the transformational effects of clean affordable energy and reduce avoidable deaths caused by smoke from indoor stoves and fires.
• Make cities in poorer countries cleaner, healthier places to live and work.
• Build disaster resilience into the lives of people threatened by hazards – reducing the risk of hazards and minimizing their impact on lives and livelihoods.

PRACTICAL ACTION IN EAST AFRICA
In East Africa, Practical Action has a long history of addressing systemic barriers that prevent people from accessing energy that transforms their lives, helping communities and government make cities healthier and safer, making agriculture and markets work better for small holder farmers and supporting communities and government to become more resilient.
We use a mix of programming with communities and consultancy services with shapers of policy and practice to achieve our aims in Kenya, Rwanda, Uganda and Tanzania with offices in Nairobi, Kigali, Lodwar and Kisumu.

In Rwanda, we are recognized leaders in clean cooking and sustainable energy solutions. This includes ground-breaking work in solar, wind and water powered electricity generation, often delivered through independent mini-grids. We bring rural communities, people in refugee camps, energy providers and decision makers together to put sustainable, clean energy solutions to work for the people who need them most.

In our strategic business plan 2021-2025, we propose to extend our current reach and scope in Rwanda by deepening our energy work and stretching our portfolio to work with smallholder farmers to make agriculture work better for them.

ABOUT THE ROLE
Practical Action is implementing the Renewable Energy for Refugees (RE4R) project in Rwanda and Jordan. This project led by Practical Action and UNHCR to deliver renewable energy investments through an innovative approach in humanitarian settings, working directly with refugees and host communities in Kigeme, Nyabiheke and Gihembe refugee camps in Rwanda and with urban refugees in Irbid in Jordan. The project provides access to affordable and sustainable sources of renewable energy, and improve the health, wellbeing and security of target populations. It draws on Practical Action’s considerable existing experience of renewable energy programmes in developing countries – working directly with communities to deliver the best energy services and products possible for local people.

To support this project and other Practical Action programmes in Rwanda, the position is responsible for handling administrative tasks including answering telephone calls, scheduling meetings, preparing reports and filing documents. The position is also responsible for managing inventory, maintaining office records, and handling external correspondence. Externally the job holder will work with Partners, Suppliers and Service Contractors, other
NGOs and Central and County Government departments when called upon.

SCOPE

Title: Administrative Assistant
Reporting to: People & Culture Coordinator
Direct reports: None
Matrix reporting: None
Location: Rwanda
Grade: 4
Travel requirements: None
Salary Range: RWF 510,552 Gross monthly

ACCOUNTABILITIES
The Administrative Assistant, under the supervision of the People & Culture Coordinator will primarily be responsible for the following:
Office Administration and front desk (75%)

• Act as a first point of contact for the office, greet customers and clients who visit the office assisting them with enquiries /references while directing them appropriately.
• Manage incoming and outgoing official calls within the office through the switch board.
• Propose and champion ways to reduce usage and cost of phones
• Summarize monthly bills for telephone and courier and provide input to Finance for charging to specific project budgets
• Ensure that the front office reception is maintained neat, tidy and welcoming at all times.
• Incoming and outgoing mail management, record and dispatch cheques and other payments made by the office for collection/delivery.
• Organize meetings and events ensuring that appointments are realistically planned with regard to timing and venue; venue, catering and resources are booked appropriately; and preparing materials to support the event
• Creating, updating, and maintaining records and databases, sort and deliver in-office mail
• and memos, and review documents for errors before they are sent out of the office.
• Manage schedule for meetings and events, as well as make booking arrangements for conference and meeting rooms.
• Keep a tracker for monitoring and maintaining office equipment and supplies; order replacement supplies as needed while making sure that the office does not run out of supplies
• Manage small purchases in the office
• Manage different errands for office in coordination with other staff
• Preparing correspondence, documentation, or presentation materials for management approval and implementation.
• Assist in monitoring performance and compliance for service level contracts.
• Manage the general e-mail addresses and ensure that information is distributed to appropriate staff in a timely manner

Logistics Support (15%)
In consultation and collaboration with the logistics and procurement officer:

• Receiving goods and services while ensuring right quantities are delivered and quality services rendered as per respective purchase orders
• Assist in domestic travel/transport arrangements for staff and visitors in Rwanda, including domestic airline tickets, office vehicles and taxis.
• Assist in international travel arrangements for staff and visitors to Rwanda.
• Provide administrative assistance and logistical support for workshops and meetings; work with the relevant officers, to ensure booking of venue and availability of all materials and equipment required
• Conduct regular checks on office maintenance (furniture and fittings) and report any defects to Procurement and Logistics officer
• Support in reviewing invoices for correctness, posting of the invoices and raising payments

Human Resources (10%)
In consultation and collaboration with the People & Culture coordinator:

• Maintaining an accurate leave tracker
• Assist in completing finscan for staff and consultants and uploading on Sharepoint on a monthly basis
• Support in organizing staff welfare and well-being activities
• Assist in recruitment logistics – arranging interviews and participating in on boarding/off-boarding of staff
• Work effectively as a member of the Team by giving other work related support as may be requested from time to time by team members.

PERSON PROFILE
To be successful in the role, the ideal candidate will be able to demonstrate:
Experience &Knowledge

• A Diploma in Secretarial Studies, Business Administration, HR Management, Supply Chain or related field.
• A first degree in the above fields will be an added advantage.
• Proven administrative/front office support experience of at least 3 years)
• Experience working in INGO would be an added advantage

Essential

• Ability to communicate (verbally and in writing) in both English and Kinyarwanda is a must
• Excellent interpersonal skills and ability to communicate effectively with staff at different levels within an organization
• An ability to maintain confidentiality and act with discretion and diplomacy
• Ability to build effective working relationships with colleagues.

Desirable

• Self-motivated and able to work under own autonomy or as part of a team
• Strong organisational skills and detail-oriented
• Requires problem solving orientation, negotiation skills and takes initiatives