Front Desk Officer

About the Organization

Kigali International Arbitration Centre (KIAC) is an independent body established by an Act of Parliament in 2010 under the auspices of the Rwanda Private Sector Federation in partnership with the Government of Rwanda. KIAC's principal mandate is to promote, facilitate, and encourage the use of domestic and international arbitration, Commercial Mediation, and other forms of Alternative Dispute Resolution (ADR) in Rwanda.

Position Overview

The Front Desk Officer assists KIAC management with administrative support, arbitration clients' care, and clerical duties. This role is essential for maintaining a professional first impression and ensuring smooth operations at the organization's reception area.

Key Responsibilities

• Ensure the front desk is clean, neat, presentable, and equipped with all necessary supplies
• Receive, greet, and direct KIAC visitors, providing excellent customer service
• Collaborate with the Case Management Specialist to acquire first-hand information on filed arbitration cases
• Answer calls and inquiries professionally and courteously via telephone or email
• Receive, accept, and distribute all letters and packages to appropriate departments, prioritizing urgent documents requiring action from supervisors
• Receive, register, organize, route, and monitor correspondence, office pouches, and mail
• Perform general clerical duties including drafting and proofreading office documents, photocopying, scanning, mailing, and filing
• Maintain hard copy and electronic filing systems
• Assist with hearing or meeting room reservations, catering arrangements, and travel bookings
• Perform additional responsibilities as deemed necessary by supervisor to maintain high-quality KIAC service standards

Qualifications

The successful candidate should be a highly motivated university graduate with proven basic knowledge in Alternative Dispute Resolution (ADR).