Administrative Assistant in the office of DVC - Administrative and Financial Affairs.

Description

Job Title: Administrative Assistant in the office of DVC - Administrative and Financial Affairs.

Report to: DVC - Administrative and Financial Affairs

Department: DVC- AF's Office

Location: Kigali & Butaro

Position Overview

The Admin Assistant in the office of the Deputy Vice Chancellor of Administration and Financial Affairs provides exceptional administrative and operational support to ensure the seamless functioning of the office. This position demands a proactive, highly organized, and discreet individual capable of managing a diverse array of tasks. The Administrative Assistant will act as the primary point of contact for internal and external stakeholders, efficiently managing the DVC-AF’s schedule and communications.

Key Responsibilities

• Efficiently manage and maintain the DVC-AF’s calendar, including scheduling appointments, coordinating meetings, and organizing travel arrangements.
• Prepare, review, and manage correspondence, ensuring prompt and professional communication.
• Organize and maintain comprehensive records, files, and documentation to ensure they are easily accessible.
• Facilitate effective communication and collaboration between internal departments and external partners.
• Handle confidential information with the utmost discretion and integrity.
• Plan and execute events, meetings, and workshops, managing all logistical arrangements.
• Prepare and distribute agendas, minutes, and follow-up action items for meetings.
• Process invoices, reimbursement requests, and other financial documents promptly.
• Maintain accurate financial records and documentation.
• Assist the other managers and coordinators in the DVC’s office to monitor and track documents, projects and tasks, ensuring attention to time-sensitive issues and longer-term initiatives, providing background information when needed.
• Provide other general administrative support as needed

Qualifications
 

• Bachelor's degree in business administration, Management, Finance, or a related field.
• A minimum of 2 years of experience in an administrative support role, preferably within an academic or corporate setting.

Skills

• Outstanding organizational and time-management capabilities.
• Exceptional written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to work independently, manage multiple tasks, and prioritize effectively.
• Strong interpersonal skills, with the ability to build and maintain professional relationships.
• High level of discretion and confidentiality.
• Ability to maintain high standards of accuracy and quality in all work.
• Responds well to changing priorities and remains composed under pressure
• Ability to anticipate needs and take the initiative to address them

To Apply 

Applicants should provide: (1) curriculum vitae, (2) Degree, (3) A cover letter describing your interest in UGHE and relevant experience. Please upload these under the ‘Additional Files’ tab on the application page before November 24th, 2024.

UGHE is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Organization Profile

The University of Global Health Equity (UGHE) is on a mission to radically change the way health care is delivered around the world. UGHE is a new university based in Rwanda that is growing the next generation of global health professionals—doctors, nurses, researchers, and public health and policy experts—into leaders and change makers who strive to deliver more equitable, quality health services for all. The University launched in Rwanda in September 2015 with the Master of Science in Global Health Delivery (MGHD). Through an academic experience uniquely rooted in the values of equity, students are empowered to both ease suffering at the bedside and drive transformational, systemic changes to the health system. UGHE is an initiative of Partners in Health (PIH), an internationally recognized non-profit organization whose mission is to provide a preferential option for the poor in health care.

In over nearly three decades of operating alongside public sectors in countries around the world, PIH has developed a model to deliver high quality healthcare to some of the world’s most marginalized communities. Nowhere has this impact been more profound than in Rwanda, where Inshuti Mu Buzima—PIH’s sister organization—and our government partners have driven innovation for a decade. 

Members of the UGHE community are tenacious and resolute in our drive to attain social justice, make common cause with those in need, listen to and learn from others, and operate with honesty and humility as we uphold academic integrity and intellectual curiosity. The UGHE team seeks individuals committed to these values to join the team. Partners In Health is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. 

Commitment to Safeguarding and Prevention of Sexual Exploitation, Abuse and Sexual Harassment:

At UGHE, we are committed to ensuring that those who benefit from our work- including community members – as well as our students, contractors, staff, and visitors to our campus are treated with dignity and respect and protected from sexual exploitation, abuse and harassment and any form of systemic abuse, whilst reducing risk and vulnerabilities. A range of pre-employment checks will be undertaken in conformity with UGHE’s policy.

UGHE will request information from applicants’ previous employers about any findings of fraud, harassment, sexual harassment and any form of systemic abuse or incidents under investigation when the applicant left employment. By applying, the job applicant confirms their understanding of these recruitment procedures.