Maintenance Administrative Assistant

About Rutongo Mines Ltd

Rutongo Mines Ltd is a Tin Mining Company situated in the Masoro Sector, Rulindo District, Northern Province, Rwanda.

Position Overview

Position: Maintenance Administrative Assistant
Grade: C1
Department: Engineering
Reports To: Maintenance Supervisor
Works Closely With: Maintenance Planner, Maintenance Teams 1 & 2, Storekeeper, Data Administrator, Finance, HR, and Procurement

Job Brief

The Maintenance Administrative Assistant provides comprehensive administrative, documentation, and coordination support to the Maintenance Section. The role manages records and filing, coordinates routine internal processes (leave, training requests, PO follow-up, contractor logistics), supports meetings and reporting, and ensures that the section's administrative obligations are met accurately and on time. This position frees up the Maintenance Supervisor and technical teams to focus on operational delivery.

Key Responsibilities

Documentation and Records Management

• Maintain a structured digital and physical filing system for all Maintenance Section documents — work orders, job cards, contracts, warranties, manuals, certificates, training records, and policies
• Ensure version control on key documents and that the latest revisions are accessible to the section
• Manage retention and archival of historical maintenance records in line with company policy
• Support audits (internal, external, OEM, regulatory) by retrieving documents and records on request

Administrative Coordination

• Manage the Maintenance Supervisor's diary: schedule meetings, prepare agendas, take minutes, and follow up on action items
• Coordinate routine internal processes for maintenance staff: leave applications, training nominations, certification renewals, medical exams, and related documentation