Administration & People Operations Assistant – Rwanda
Confirmed on the employer's own hiring board on Oct 28, 2026. First seen by Alion on Oct 21, 2026.
Our client, a leading international organisation, is seeking a highly organised, proactive, and detail-oriented Administration & People Operations Assistant to provide administrative, human resources operations, employee engagement, travel, finance, and office coordination support.
The successful candidate will ensure efficient day-to-day office operations, accurate record-keeping, and timely completion of routine employee administration and operational activities. The role will also provide exposure to commercial operations, customer engagement, and cross-functional collaboration, offering an opportunity for professional development.
Responsibilities
1. Office Administration and Coordination
Coordinate daily office operations to maintain a safe, organised, and efficient working environment.
Manage the Country Manager’s calendar, appointments, and meetings.
Monitor office supplies and arrange timely replenishment within approved budgets.
Maintain accurate administrative records, contracts, filing systems, and compliance documentation.
Prepare meeting agendas and materials, record minutes where required, and follow up on agreed actions.
Handle confidential business and employee information with discretion.
2. People Operations Support
Coordinate employee lifecycle administration, including onboarding, probation follow-up, leave records, employee changes, and offboarding documentation.
Maintain accurate employee records and follow up on outstanding documentation and approvals.
Support timely updates to employee data and completion of routine HR administrative processes.
Liaise with the People Function and approved third-party service providers on operational matters.
Assist employees with routine administrative enquiries and refer matters requiring professional HR advice to the appropriate team.
Ensure compliance with data privacy and records-management requirements.
3. Employee Engagement and Communication
Support employee engagement, wellbeing, recognition, and workplace initiatives.
Coordinate internal communications, workshops, team meetings, and employee events.
Track engagement action points and support their timely implementation.
Gather employee feedback through approved channels while maintaining confidentiality.
Prepare routine correspondence, reports, presentations, and communication materials.
4. Travel and Logistics
Coordinate travel arrangements for employees, management, and visiting leaders.
Arrange flights, accommodation, ground transportation, meeting logistics, and visitor access.
Prepare travel itineraries and proactively manage changes to travel arrangements.
Maintain accurate travel records and supporting documentation.
5. Finance and Vendor Administration
Administer petty cash in line with established financial controls, including approvals, reconciliations, and supporting documentation.
Review invoices and expense claims for accuracy and completeness before approval.
Submit approved invoices to Finance and follow up on outstanding vendor payments.
Maintain expenditure records and support budget tracking and reporting.
Support vendor sourcing, onboarding, performance monitoring, and contract coordination.
Monitor vendor service quality and escalate performance or compliance concerns.
6. Commercial Support and Development
Assist with preparing commercial reports, presentations, customer documentation, and meeting materials.
Coordinate customer visits, commercial meetings, and follow-up actions.
Develop an understanding of the organisation’s products, customers, and commercial processes through structured learning and cross-functional assignments.
Demonstrate a customer-focused approach and identify opportunities to improve service delivery and coordination.
Qualifications
Applicants should possess the following qualifications and experience:
A bachelor’s degree in Business Administration, Human Resource Management, Finance, Logistics, or a related field.
At least two years of relevant work experience in administration, HR operations support, office coordination, finance administration, customer service, or a related area.
Proficiency in Microsoft Office applications and digital collaboration tools.
Experience in logistics, shipping, or a multinational organisation will be an added advantage.
Fluency in written and spoken English.
Working knowledge of French and/or Kinyarwanda will be an added advantage.
HOW TO APPLY
Send your CV to [email protected] by 25th October 2026.