Administrative Assistant – Academic Departments

About the role

The Institut d’Enseignement Supérieur de Ruhengeri is seeking two full‑time Administrative Assistants to support its academic departments. The role provides essential secretarial and administrative services to department heads, staff, and students.

Key responsibilities

• Provide administrative and secretarial support to the assigned academic department.
• Manage the agenda, appointments, meetings, and official correspondence of the Head of Department.
• Prepare meeting agendas, take minutes, and follow up on departmental decisions.
• Receive, register, classify, and securely maintain departmental documents in electronic and physical formats.
• Support the preparation of teaching timetables, class lists, workload allocations and activity schedules.
• Process students’ academic documents and ensure accurate, confidential handling of marks and records.
• Maintain proper records of examination and CAT booklets and ensure their secure custody.
• Assist in preparing departmental reports, statistics, presentations and other official documents.
• Facilitate communication between the department, faculty, institution offices, students and other stakeholders.
• Monitor departmental deadlines and provide timely reminders to the Head of Department and academic staff.

Required profile

• Bachelor’s degree in Education, Office Management, Administration, Administrative Sciences or related field with at least Upper‑Second‑Class Honours.
• Equivalence of foreign degrees where applicable.
• Minimum seven years of proven professional experience in administration, secretarial services or office management, preferably in higher‑learning institutions.
• Demonstrated knowledge of academic administrative processes, records management and office procedures.
• Excellent written and verbal communication skills in English and Kinyarwanda; French is an advantage.
• Strong organizational, report‑writing, interpersonal and problem‑solving abilities.
• High level of integrity, confidentiality, accuracy and attention to detail.

Required skills

• Proficiency in Microsoft Word
• Proficiency in Microsoft Excel
• Proficiency in Microsoft PowerPoint
• Proficiency in Microsoft Outlook
• Experience with electronic records‑management systems