Senior Administrative Assistant At Global Alliance for Improved Nutrition

About the Role

The Global Alliance for Improved Nutrition (GAIN) is seeking a Senior Administrative Assistant to provide administrative, operational, and logistical support to ensure the efficient functioning of GAIN’s Rwanda office. The role involves office management, event coordination, travel arrangements, procurement processes, and administrative assistance to the Country Director and project teams. This will be a fixed term contract running till December 2026, subject to availability of funding and will be based Kigali, Rwanda.

Key Responsibilities include

• Manage general administration of GAIN Rwanda office including the implementation of effective and efficient office procedures and systems, provide support to employees related to facilities and offices, including development of new systems and processes as appropriate; all supply and maintenance related requirements; all reception and hosting requirements; respond to public inquiries
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Coordinate the overall travel for employees.
• Set up and manage meetings with collaboration partners, businesses, government, manage contact databases, etc.
• Carry out general administration tasks in and around the office including management of office supplies, correspondence, dealing with suppliers, travel arrangements, Hotel Bookings, ensuring timely procurement and inventory control, including booking flights, transport, and accommodation etc.
• Manage office access (security passes) and all liaison required with the building management as well as organisations on other floors within the building.
• Oversee the proper upkeep and maintenance of office premises and working facilities like telephone system, printers, and furniture to provide the best possible physical environment for staff to discharge their duties.
• Manage incoming calls, emails, and correspondence professionally and timely.
• Maintain accurate office records, files, and archives.
• Track and manage office supplies, ensuring timely procurement and inventory control.
• Serve as the first point of contact for visitors, vendors, and external service providers.

About you

The ideal candidate should have experience in a similar role providing administrative support to a country office. You should have experience with planning and coordinating logistics for staff, front office management, and administrative operations. Knowledge of basic procurement processes is required.

You should be an individual who is approachable and demonstrates a positive attitude while interacting with different stakeholders both internally and externally. You should be proactive, and solution oriented to ensure a smooth operation of a busy office.

An education background with a bachelor’s degree in office management/ business administration or related field or extensive experience in office administration is required.

About our Offer

The starting gross salary on offer for this role is from RWF 11,602,224 – RWF 13,300,104 gross per annum, depending on experience.

GAIN has a fair and competitive salary structure that allows for annual progression subject to good performance. In addition, GAIN offers a total of 37 days holiday per year (including annual leave, public holidays and additional office closure days), an attractive pension scheme and competitive insurance cover including health, travel and life assurance. We are committed to the health of our staff, especially in these challenging times, and have developed a programme of wellbeing that includes flexible and hybrid working, additional leave allowances, wellbeing days, mindfulness coaching and access to independent and confidential counselling.

GAIN also has a strong commitment to professional development. We will support you to grow in your career through both formal and informal training, and are committed to providing opportunities through internal recruitment, secondments, and promotion. All of this is delivered in a supportive and collaborative environment.

About GAIN

The Global Alliance for Improved Nutrition (GAIN) is a Swiss-based foundation launched at the United Nations in 2002 to tackle the human suffering caused by malnutrition. Working with governments, businesses and civil society, we aim to transform food systems so that they deliver healthier diets for all people, especially the most vulnerable.

Headquartered in Geneva, Switzerland, GAIN has offices in countries with high levels of malnutrition: Bangladesh, Benin, Ethiopia, India, Indonesia, Kenya, Mozambique, Nigeria, Pakistan, Rwanda, Tanzania and Uganda. To support work in those countries, we have representative offices in the Netherlands, the United Kingdom, and the United States.

At GAIN, we believe that everyone in the world should have access to nutritious, safe, and affordable food. Today, one in three people – drawn from nearly every country on the planet – are unable to consume enough nutritious food. We work to develop and deliver solutions to this daily challenge.

Our Working Culture and Environment

We provide a flexible working environment that includes a combination of home and office working opportunities through our global hybrid working policy. This encourages our staff to have a healthy work-life balance and increases staff motivation, enriches employee wellbeing, and improves performance and productivity.

All of our positions are based in one or more of GAIN’s designated offices as stated on our job advertisements. Successful candidates will be based in one of GAIN’s country offices and must have the existing right to live and work within a reasonably commutable distance of the relevant city / cities in which the role is advertised. Please note, that GAIN does not sponsor working visas and relocations.

GAIN reserves the right to withdraw an offer of employment for candidates who are considered to ineligible under the above conditions during or after the recruitment process.

Applicants must have the right to work and be currently based in the advertised country location, to be eligible to apply for this position.

This advert closes on 19th February 2025. Early applications are encouraged. GAIN reserves the right to close this advert early should we receive suitable candidates ahead of the closing date.

The Global Alliance for Improved Nutrition is committed to equality of opportunity and creating an inclusive environment where diversity is valued. We are keen to reflect the diversity of our society at every level within our organisation and therefore welcome applications from talented and committed people from all backgrounds, representing the diverse societies we operate in.