Administrative Assistant to the National Director job position at Youth for Christ (YFC) Rwanda || Deadline 30th November 2021

JOB VACANCY ANNOUNCEMENT

ORGANISATION: Youth For Christ/Rwanda

YOUTH FOR CHRIST/RWANDA is a missionary movement entrusted with a global vision and committed to a mission of youth evangelism, discipleship, social involvement, and leadership development.

Administrative Assistant to the YFC/RWANDA National Director (1 position)

Location: Youth For Christ/Rwanda Main Office (Kibagabaga)

Nature of Contract: INDEFINITE

Job Profile

Job Title: Administrative Assistant to the National Director                           

Supervisor(s):   Director of Administration and Finance

Job Summary:                                                                                                                                       

This Position aims to provide assistance in managing the office of the National Director, and ensuring that there is proper communication between the National Director and different departments, staff, board and partners. 

The management of the office includes, but not limited to filing of essential documents of the organization, drafting letters to be signed by the National Director, taking minutes of the Board meetings and the Leadership team, and ensuring that he/she keeps the calendar of the deadlines of tasks assigned to or from the National Director. This office will coordinate with other offices to plan for the international teams that visit Rwanda, be a personal assistant to the National Director, manage the appointments of the National Director and ensure that the letters or e-mails sent to the National Director are responded to timely.

 Duties and Responsibilities:

Provide administrative support to ensure that YFC/Rwanda operations are maintained in an effective, up to date and accurate manner

Main Activities:

• Type correspondences, reports, and other documents;
• Prepare, edit, format and presentations documents (memos, letters, presentations, etc.)
• Administration Assistant, maintain office files
• Take minutes at meetings
• Distribute minutes
• Administration Assistant, maintain confidential records and files
• Maintain records of decisions
• Administration Assistant, prepare correspondences for management team, leadership team, and Board members;
• Administration Assistant ensure the organization of meetings, events, and other calendar actions.
• Arrange National Director’s travels, create detailed travel itineraries, and process resulting expenses and returns reports.
• Provide back to office reception
• Other administrative duties as assigned by the Director of Administration and finance.

Required skills

• Proficiency with basic computer and including Google Docs, News Alerts and MS Office Apps (Outlook, Word, Excel, PowerPoint, Publisher, etc.)

• Excellent communication skills both orally and in writing
• Excellent interpersonal skills
• Good IT skills
• Excellent Presentation skills
• Initiative and creativity
• Ability to prioritize and plan effectively
• Excellent organizational, scheduling, and planning skills.
• Ability to juggle different priorities and meet deadlines.
• Awareness of current affairs and a passion for finding out new information.
• Self-confident and sociable – ability to network effectively.
• Team player.
• Attention to detail.
• Stamina, energy, and drive.
• Ability to handle pressure.
• Achievement orientated and results driven.
• Excellent office administration and management skills
• University degree in office administration and management or related field.

Faith and behaviors Requirements:

Faith – Follower of Jesus Christ and actively involved in a local church.

Behaviors –Personal integrity in both professional and private life. Self-Discipline and teachable.

Ability Requirements:

Written Comprehension -- The ability to read and understand information and ideas presented in writing.

Oral Comprehension -- The ability to listen to and understand information and ideas presented through spoken words and sentences.

Oral Expression -- The ability to communicate information and ideas in speaking so others will understand.

Speech Clarity -- The ability to speak clearly so others can understand you.
Written Expression -- The ability to communicate information and ideas in writing so others will understand.

Speech Recognition -- The ability to identify and understand the speech of another person.

Problem Sensitivity -- The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.

Information Ordering -- The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures).

Selective Attention -- The ability to concentrate on a task over a period of time without being distracted.

Category Flexibility -- The ability to generate or use different sets of rules for combining or grouping things in different ways.

Job activities :

Communicating with Supervisors, Board, or Partners – Providing information to Management, Board, donors, local leaders, volunteers, and churches by telephone, in written form, e-mail, or in person.

Getting Information - Observing, receiving, and otherwise obtaining information from all relevant sources;

Provide Consultation and Advice to Others - Providing guidance and expert advice to management or other groups on technical, systems-, or process-related topics;

Interacting With Computers - Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information;

Communicating with People Outside Organization - Communicating with people outside the organization, representing the organization to the youth, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.

Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events

Thinking Creatively - Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions;

Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.

Analyzing Data or Information - Identifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts.

Manage National Director’s office – Keeping the National Director’s agenda, Managing National Director’s mailing list, updating donors on ongoing activities, preparing the National Director’s journeys, Receiving and answering the National Director’s mails; Receiving, recording, and communicating the National Director journeys’ news.

Interested candidates to the above position are requested to submit their applications by email:yfcrwanda@gmail.com addressed to the Youth For Christ/Rwanda National Director, at the YFC/RWANDA main office at Kibagabaga not later than Tuesday, the 30th November 2021 at 5:00 PM including:

• Application letter;
• Curriculum Vitae bearing at least three referees;
• Recommendation letter from their church;
• Copies of Degree and academic transcripts;
• Photocopy of Rwandan Identity card or Passport for foreigners.

Done at Kigali on the 22nd  November 2021 By:

Luc Dushimerugaba

Deputy National Director and Ministries Director

Youth For Christ Rwanda