Administrative Assistant

About AIDS Healthcare Foundation

AIDS Healthcare Foundation (AHF) is an International Non-Governmental Organization founded in 1987 and has been at the forefront of the HIV response, currently supporting HIV/AIDS programs in 50 countries including Rwanda.

AHF's mission is to provide cutting-edge medicine and advocacy, regardless of ability to pay. Our core values are: Patient-Centered, Value Employees, Respect for Diversity, Nimble, and Fight for What's Right.

Position Overview

AHF Rwanda is seeking a competent Administrative Assistant to be based in Rwamagana district. This position provides administrative and operational support to ensure the smooth day-to-day functioning of AHF Rwanda activities, including office coordination, documentation, logistics support, and communication while ensuring compliance with organizational procedures. Occasional travel to other sites may be required.

Essential Duties and Responsibilities

Front Desk Management

• Receive incoming calls and visitors, and direct them to the relevant offices
• Provide requested information and take messages appropriately
• Schedule appointments and cancel meetings as requested in a timely manner to ensure effective communication between the office and other stakeholders

Documentation and Filing

• Make copies of all correspondence and other documents, and submit to the various departments daily
• Create and maintain a filing system of records and documents in an organized and retrievable manner according to AHF guidelines

Office Management

• Keep a calendar of key organizational events and track them with relevant officers
• Ensure that the office and reception/waiting area is clean, kept clear of clutter and trash
• Assist in the maintenance of all office equipment and report any malfunction
• Maintain key box and liaise with Operations manager and security