Executive Secretary at Duhozanye Organization (Deadline: 26 March 2021)

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🏘️ About the Organization and Job Details

Organization Description 

Duhozanye is a Non- Governmental Organization legally operating in Rwanda granted legal personality No 131/11 of 2003 whose mission is “to ensure the socio-economic rehabilitation of widows and orphans of the genocide in order to integrate them into everyday life so that they can particularly striving for self-reliance and generally participate in the development of the country”

📋 Job Description

To achieve her mission ensuring social economic empowerment of women with a focus on widows of genocide against the Tutsi and other marginalized vulnerable women in the community, Duhozanye need to recruit the following suitable staff

Job Position Title

Executive Secretary

The following table shows the requirement for each staff needed

No

Position

Roles and Responsibilities

Education qualification

 

Requirements

 

1.

Executive Secretary  

  • Execute the decisions of the organs of the organization within the prescribed time;
  • To assist the organs of the association in the implementation of their decisions, in particular in the production of all the documents necessary for the pursuit of their attributions;
  • Conduct strategic reflections for the proper development of the objectives of the organization
  • Manage and develop daily communication between DUHOZANYE and the various partners and develop strategic relationships with other actors of socio-economic development;
  • Prepare within the stipulated time periodical reports of the activities of the organization to be submitted to the Board of Directors Committee for approval;
  • Attend all meetings of the Board of Directors ;
  • Coordinate all projects executed by the organization;
  • Ensure and reinforce good relations with the financial partners of the organization and all state bodies at all levels;
  •  Plan, coordinate, insure and report the day-to-day management of the Association on behalf of the President of the organization in different circumstances;
  • Prepare the budget and ensure its implementation in an efficient manner;
  • Organize the activities of preparation and development of the strategic and operational plan and ensure that the various organs of the Organization are involved;
  • Submit the strategic plan to the board of directors for adoption and ensure its implementation and impact on the target groups;
  • Verify and approve the financial report prepared by the Finance Department and submit it to the Board of Directors for analysis and approval;
  • Also approve activity reports from the various programs and submit them to the Board of Directors for analysis and approval;
  •  Prepare all documentation relating to legal acts and constantly monitor compliance with the rules and laws governing the associative life;
  • Authorize expenses, sign the mission orders of the agents of the organization;
  • Ensure the management of the staff of the organization;
  • Keep the organization visible and ensure that its interventions bring beneficiaries to the desired changes.
  • Evaluate the agents who are directly under his responsibility and in the last row all the other agents
  • Carry out any other task deemed useful for the smooth running of the DUHOZANYE Organization.
  • Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc
  • Attend meetings and keep minutes
  • Receive and screen phone calls and redirect them when appropriate
  • Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
  • Make travel arrangements for executives
  • Handle confidential documents ensuring they remain secure
  • Prepare invoices or financial statements and provide assistance in bookkeeping
  •  Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
  • Maintain electronic and paper records ensuring information is organized and easily accessible
  •  Conduct research and prepare presentations or reports as assigned

At least hold a bachelor’s degree or advanced diploma in Development Studies, Public administration, social sciences, education or any other related fields.

 

  •  Proven experience of 3 to 5 years as executive secretary or similar administrative role in civil society organizations
  • Demonstrated experience working with civil society organizations, multi-donor agencies, and or developmental partners
  • Good knowledge of civil society in Rwanda
  • Proficient in MS office and back-office software
  • In-depth knowledge of office management and basic accounting procedures as well as technical vocabulary of CSOs
  • Familiarity with basic research methods and reporting techniques
  • Excellent organizational and time management skills
  • Outstanding communication and negotiations abilities
  •  Integrity and confidentiality

 

🌐 How to Apply

Interested candidates should address their application enclosed with a cover letter, Curriculum vitae, academic documents, and other certificates to the legal representative of Duhozanye Organization and delivered in a single PDF document to Duhozanye’s e-mail: recruitment.duhozanye@gmail.com not later than 26th  March, 2021 at 5:00 pmDuhozanye is an equal opportunity employer, and for this position female candidates are encouraged to apply.

N.B:

  • The subject of the e-mail should be mentioned  1.Application for the position of Executive Secretary” following the position your applying for.
  • Only short-listed candidates will be contacted for a written test.

Done on 16th March 2021

Duhozanye management team


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