Office Management Specialist / Social Secretary at Rwandan High Commission

 The primary function of the Office Management Specialist / Social Secretary is to provide a wide range of support services for the Embassy to ensure efficient office functioning. The post holder would also manage and facilitate all official events hosted by the embassy

Job Description

•  Handling telephone calls and answering general inquires related to services offered by the Embassy
•  Facilitate in scheduling meetings and courtesy call appointments for Diplomats
•  Assist in administrative activities to diplomats including but not limited to writing Note Verbales/recording/filing formal letters
•  Receive, dispatch and file incoming and outgoing mails (diplomatic pounches)
•  Manage all purchase of office supplies, stationaries and gifts
•  Support newly arrived/assigned staff by orienting them to mission functions and procedures
•  Point of contact at the front office and handling all E-Gov applications and services
•  Maintain up to date records of key contacts and networks built during the year and share these with other members of staff
•  Plan and assist with official events, requesting or monitoring event supplies, coordinating event attendance, maintaining event, guest lists, receiving and recording visitors and serving as event control office
•  Develop a strong set of key contacts and relationships, with the hospitality industry, suppliers, event equipment, hire companies and other organisations
•  write all internal and external correspondence relating to events including, terms and conditions and event guidelines/agreements
•  Act as key point of contact for internal Embassy departments and external parties for all types of events
•  Manage the distribution of the Embassy’s greeting cards and other formal greetings as necessary
•  Any other duties as required

Qualification Required & Experience

•  A University Degree in Business Administration or related field is required
•  5 years of office management experience and events coordination is preferred
•  English, oral and writing ability is required. This includes ability to write well in English and compose correspondences. A good working knowledge of French will be an added advantage