This position is responsible for providing administrative services to faculty members, staff members, students and University visitors by disseminating relevant information as well as providing directions.

Responsibilities

• Act as the point of contact for internal and external clients at the central service department on a daily basis to ensure clients, staff and students are attended to in an orderly fashion;
• Provide support in office space management through rearranging and designating staffs to ensure proper utilisation of the space;
• Maintain an electronic and hard copy filing system, including recording outgoing and incoming courier and invoices as well as ensuring regular checking of UGHE Mail Box for other incoming couriers in liaison with Kigali Front Desk Administrative Assistant.
• Triaging incoming requests, queries, phone calls, and invitations;
• Support in the requisition of office supplies and despatch of the same to various office.
• Maintain complete and accurate front desk logs, including daily interaction forms detailing all the issues and feedback given;
• Provide program and event assistance by answering questions and guiding participants to the appropriate location;
• Acts as customer care advisors of the University by feedback and suggestions with appropriate justification when necessary to visitors, students and staff members;
• Support in booking meeting rooms and allocation office space in liaison with Administration and Campus Operations teams; and,
• Support in resolving any administrative problems and perform other tasks as assigned.

Qualifications

• Minimum of bachelor’s degree communications, business management, Public relations or related field from a recognised institution
• Minimum of 2 years of work experience in providing administrative services;
• Fluency in Microsoft Word, Excel, PowerPoint and Google Drive
• Intermediate experience in processing financial transactions.
• Ability to work independently and take initiative; must be a quick learner, able to multi-task and easily adapt to changing circumstances;
• Exceptional interpersonal skills including ability to interact professionally with culturally diverse staff, partners, and clients;
• Advanced organizational skills and capacity to handle multiple assignments and meet deadlines with attention to detail and quality;
• Ability to effectively work on a team in a complex, fast-paced environment;
• Demonstrated maturity and judgment;
• Passion for social justice and desire to contribute to global health education;
• Ability to collaborate effectively with culturally diverse staff across departments and organizations; and,
• Fast learner of the institutions programs and offering.