Administrative Assistant at BPN Rwanda

Administrative Assistant

Help us shape the future of Rwanda.

BPN stands for Business Professionals Network: http://www.bpn.rw. It is a Swiss Non-profit organization which strives to support the development of Small and Medium sized Enterprises (SMEs), in order to create jobs and fight poverty. BPN provides Training and Coaching services as well as Equipment Loans to SMEs so they can grow their businesses sustainably.

Our employees are people with a passion for serving others. Join our devoted team!

The main Mission of your position

To support the Deputy Director and BPN staff day-to-day tasks and manage BPN’s overall
administrative activities.




Your main activities

I. Finance & Operations & HR

 Maintain filing system
 Book travel arrangements
 Order office supplies and research new deals and suppliers
 Coordinate IT maintainance and needs with external IT support
 Prepare and maintain records of all purchasing orders
 Followup up on suppliers payments, after verifying that their invoices are correct.
 Incharge of Logistcics and maintaining a well organised stock
 Manage and control the use of the company’s assets.
 Support Finance in preparing incoming invoices and requests
 Manage and follow up on different contracts (rentals, insurances, security companies, etc.)
 Coordinate employees’s transport needs in terms of car sharing, driver’s availability, etc.
 Administratively support the Human Resources unit

 Anticipate upcoming administrative support needs with a view to enhancing time-
management and minimizing rushed preparations

II. Reception & Visitors

 Act as the point of contact for internal and external visitors
 Answer and Direct Phone calls
 Provide general support to visitors: Plan and coordinate visits of international
guests: prepare schedule, organize meetings, visits, hotels, etc.
 Check the organisation’s info email account and keep managment updated on
information comming in.

III. Reporting

 Assist in preparing regular reports
 Taking minutes during staff meeting upon request

IV. Others




 Assisting Business Owners Association (BOA) as needed
 Assisting the Coaching & Credit department as needed
 Assist in organisation and administration of workshops and seminars.
 Manage the meeting rooms booking
 Ensure quick response to routine inquiries
 Other related duties as assigned by the Country Director and Deputy Director

Your profile

Are you an initiative taker, an overcomer with planning skills and digital oriented mindset? Here is an
opportunity for you to learn and grow through an exciting and challenging experience while
supporting Rwanda entrepreneurs on their journey of growth.

Your education

 Bachelor’s degree in Administration, Human Resources, Management or any other related
field.

Your Professional Experience

 At least two years related experience in administration of an organization (internship
included).

Your Working attitude

At BPN we expect every employee to proactively practice, nurture and strengthen the following key
aspects of his or her working attitude:

You:

 Have a learning attitude
 Are a good listener
 Have the ability to communicate both verbally and on paper
 Be the driver of your own development process
 Strive to perform and deliver beyond strict job content

Your Key competencies:

 Ability to establish priorities, work independently, and proceed with objectives without close
supervision.
 Ability to use a personal computer and various software packages. MS Office is a must.
 Fluent in English and Kinyarwanda (excellent writing and oral skills)
 Creative & Digital oriented skills
 Exemplary planning, time management, and organizational skills with an ability to think
proactively and prioritize work
 Ability to handle and resolve recurring problems.
 Ability to plan and organize events, monitoring time-schedules.
 Ability to interact with clients in office and at seminars.
 Knowledge of modern office procedures and methods including telephone
communications, office systems, and record keeping.
 Knowledge of modern business communication, including style and format of letters,
memoranda, minutes, and reports.

Place of work




 Kacyiru, Kigali
 Readiness to travel across the country

Deadline: 6th August 2021

Application link: https://forms.gle/9E5CGnTLnBG5oYxa8

Please note that due to high demand; only shortlisted candidate