Administrative & Programs Officer Rwanda

Purpose of Role

We are seeking an Administrative & Programs Officer to provide high-quality, multi-faceted support that ensures seamless execution of our work in Rwanda. This role requires a proactive, highly organised, and adaptable team player who thrives in a fast-paced, entrepreneurial environment and is eager to take on evolving responsibilities.

The Administrative & Programs Officer will serve as a key support to the East Africa Regional Director, while working closely and supporting the team on programs, ecosystems and operations teams to support planning, coordination, execution and reporting across multiple initiatives. As the organisation and its programs continue to evolve, the scope of this work will remain dynamic.

The position requires a high level of professionalism, discretion and confidentiality, initiative, strong attention to detail, and excellent interpersonal skills, with the ability to communicate effectively and building relationships with diverse stakeholders.

Objectives of Role

Personal Assistant to the East Africa Regional Director

• Manage the Regional Director’s internal and external meetings arrangements, and strategic engagements while balancing competing priorities.
• Coordinate travel arrangements, itineraries and logistics.
• Draft, proofread briefing notes, speeches and presentations.
• Organize logistics for stakeholder meetings, forums and symposiums including preparation of presentations in collaboration with the Partnerships and Ecosystems Manager.
• Support documentation of ecosystem engagements, capturing key outcomes and agreed action items.
• Prepare concise research briefs, background notes, and summaries to inform meetings, decision-making, stakeholder engagements, and presentations.
• Handle all communications and information with high level of discretion and confidentiality at all times.

Administrative, Teams & Programmatic Support

• Prepare high-quality briefs, reports, memos, letters, agreements, contracts, and presentations for internal and external use, aligned with AGGP, Jasiri or Wavumbuzi brand guidelines and quality standards.
• Support the effective and ongoing use of our project management system (Asana), ensuring projects and tasks trackers and timelines are up to date.
• Assist in organising internal meetings and events, as well as partner-related meetings and engagements while ensuring seamless logistics’ coordination, stakeholder communication and high-quality delivery
• Document decisions, agreements, and action items from meetings and track follow up to support timely execution.
• Where required, represent AGGP in delegated activities and provide clear feedback and reporting to the Regional Director or relevant Manager.
• Support in coordinating communication materials and follow-ups with key stakeholders, partners, and ecosystem actors, ensuring timely responses and continuity of engagements.
• Maintain organised digital filing systems, contact lists, and knowledge repositories to ensure easy access to key documents, presentations, and organization’s information.

Logistics, Operations, Procurement & Finance

• Support the Operations team with logistics for programs, teams, and talent activities, including recruitment information sessions and program events with strong attention to detail and service excellence.
• Work closely with the Operations team to oversee and coordinate the procurement of administrative and operational goods and services, ensuring timely delivery and compliance with organisational policies, procedures, and Rwandan regulations.
• Track expenses, conduct effective reconciliations, and ensure timely processing of invoices, vouchers, and related documentation in accordance with organizational procedures.
• Maintain cordial working relationships with vendors and service providers.
• Build and maintain positive working relationships with vendors and service providers.
• Support the Operations and Finance teams in re-emphasising, strengthening, and improving existing operational, procurement, and finance processes by ensuring consistent application of procedures, proactively identifying gaps or inefficiencies, and contributing to process improvements.

Office & Event Management

• Manage office supplies, stationaries and equipment, and the office environment.
• Support the HR Business Partner (HRBP) in the planning, coordination, and execution of team engagement and culture-building initiatives such as Together Thursdays, staff workshops, and internal events.
• Assist in organising logistics for learning, wellbeing, and engagement activities, ensuring timely communication, venue readiness, materials preparation, and smooth delivery.
• Support the day-to-day coordination of staff meal benefits, including vendor coordination, and access to hot beverages, ensuring a positive employee experience.
• Contribute to creating a welcoming, well-organised, and supportive office environment that promotes team connection, wellbeing, and productivity.
• Serve as the first point of contact for visitors and general inquiries responding promptly while maintaining exceptional service.
• Perform any other duties as assigned.

Experience and Qualifications

Education

• Bachelor’s Degree in business administration or other relevant qualification.

Experience

• Minimum of three (3) years’ relevant experience providing administrative and programmatic support in roles such as Executive Assistant, Project Administrator, or Program Coordinator.
• Demonstrated proficiency in Microsoft Office and experience using digital project management tools such as Asana.
• Experience working with multiple teams, startup ecosystems or ecosystem-building environments is a strong asset.

Competencies

• Strong ability to adapt, remain flexible, and work effectively with diverse teams and stakeholders, while confidently managing shifting priorities in a fast-paced, high-pressure environment.
• High emotional intelligence, professionalism, and proven ability to handle sensitive and confidential information with discretion.
• A proactive self-starter with a problem-solving, forward-thinking, and solution-oriented mindset, demonstrating resourcefulness and a strong commitment to service excellence.
• Excellent verbal and written communication skills.
• Strong organisational and time-management skills, with exceptional attention to detail.
• Demonstrated willingness and ability to quickly learn and adapt to new systems, software, and tools.
• Strong event coordination and logistics management skills
• Demonstrated sound judgment and discretion when handling sensitive organisational information.