Position Summary

The Administrative Assistant will provide day-to-day administrative and clerical support to ensure efficient operation of the Eye Center of Excellence. The role will assist management, staff, and visitors by handling office tasks, managing communications, organizing schedules, supporting hospital operations, and overseeing outsourced service providers with professionalism and confidentiality.

Key Responsibilities

Administrative Support

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  Manage correspondence (letters, emails, phone calls) and respond to inquiries promptly.
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  Draft, type, and format official documents, reports, and meeting minutes.
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  Maintain filing systems (digital and physical) for easy retrieval of records.
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  Support preparation of presentations, reports, and documentation for management.

Office & Operations Management

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  Maintain office supplies, equipment, and service requests.
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  Schedule and coordinate meetings, appointments, and events.
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  Assist in logistics for workshops, training sessions, and conferences.
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  Welcome and guide patients, visitors, and partners with professionalism.

Oversight of Outsourced Services

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  Monitor the performance of outsourced service providers such as cleaning, catering, and security.
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  Ensure service level agreements (SLAs) are met and report any gaps or concerns.
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  Liaise with external vendors and hospital management to resolve operational issues.
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  Support contract management and periodic performance reviews of outsourced services.

Support to Finance & HR

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  Assist with processing invoices, purchase requisitions, and petty cash management.
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  Support HR with staff attendance tracking, leave records, and onboarding documentation.
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  Maintain confidentiality in handling employee and financial records.

Reporting & Coordination

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  Prepare routine administrative and service performance reports.
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  Liaise with different departments to ensure smooth coordination of hospital services.
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  Support management with any additional administrative tasks as required.

Requirements

Qualifications & Experience

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  Bachelor’s degree in Administration, Office Management, Business, or related field.
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  Minimum of 1–3 years’ experience in administrative support (healthcare or NGO experience preferred).
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  Experience in vendor management or supervision of outsourced services is an added advantage.
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  Strong computer skills (MS Office Suite: Word, Excel, PowerPoint, Outlook).
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  Excellent organizational, communication, and multitasking skills.
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  Fluency in English and Kinyarwanda required; French is an advantage.

Core Competencies

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  Professionalism and strong interpersonal skills.
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  Attention to detail and organizational efficiency.
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  Ability to handle sensitive information with confidentiality.
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  Flexibility and problem-solving skills.
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  Service-oriented with capacity to manage external cont