Rwandan High Commission Administrative/Secretarial Jobs in Accra
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Rwandan High Commission is seeking to recruit Office Management Specialist / Social Secretary.
Job Summary
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
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- 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
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