Call for Job Application-Administrative Assistant

Institut d’Enseignement Supérieur de Ruhengeri (INES-Ruhengeri) is calling for applications for the following vacant administrative positions:

Position: Administrative Assistant for academic departments

-         Available positions: Two (2)

-         Supervising Organ: Head of Department.

Main Duties and Responsibilities

-         To provide administrative and secretarial support to the assigned academic department.

-         To manage the agenda, appointments, meetings, and official correspondence of the Head of Department.

-         To prepare meeting agendas, take minutes, and follow up on the implementation of departmental decisions.

-         To receive, register, classify, and securely maintain departmental documents in both electronic and physical formats.

-         To support the preparation of teaching timetables, class lists, workload allocations and departmental activity schedules.

-         To receive, record and process students’ academic documents in accordance with approved Institution procedures.

-         To support the collection, recording and submission of students’ marks while ensuring accuracy, confidentiality and compliance with established academic procedures.

-         To ensure that no students’ marks or academic records are altered without the required written authorization and supporting documentation.

-         To maintain proper records of examination and CAT booklets and ensure their secure custody and authorized movement.

-         To assist in preparing departmental reports, statistics, presentations, and other official documents.

-         To receive and orient students, staff, visitors, and other stakeholders seeking departmental services.

-         To monitor departmental deadlines and provide timely reminders to the Head of Department and concerned academic staff.

-         To facilitate communication between the Department, Faculty, Institution offices, students and other stakeholders.

-         To perform any other duties assigned by the Institution Management.

Job Requirements

-         A Bachelor’s Degree in Education, Office Management, Administration, Administrative Sciences and other related fields.

-         Having obtained at least an Upper Second-Class Honours.

-         Equivalence of the degree certificate where the degree was obtained abroad (outside Rwanda).

-         At least seven (7) years of proven professional experience in administration, secretarial services, office management or a related field, preferably in a higher-learning institution.

-         Demonstrated knowledge of academic administrative processes, records management and office procedures.

-         Proficiency in Microsoft Office applications, particularly Word, Excel, PowerPoint and Outlook, as well as electronic records-management systems.

-         Excellent written and verbal communication skills in English and Kinyarwanda; knowledge of French is an added advantage.

-         Strong organizational, report-writing, interpersonal and problem-solving skills.

-         Ability to manage multiple assignments, work under minimum supervision and meet established deadlines.

-         High level of integrity, confidentiality, accuracy and attention to detail.

-         Ability to work effectively with academic staff, administrative staff and students.

-         Availability for direct appointment as full-time administrative staff.

Note

-         Incomplete application files will not be considered.

-         Priority will be given to candidates with relevant qualifications and proven experience in academic administration.

-         Only shortlisted candidates will be contacted.

How to Apply

A detailed Curriculum Vitae with proof of the required professional experience, certified copies of degrees with equivalences where applicable and academic transcripts, a copy of the national identity card or passport, relevant certificates and any other useful supporting document, together with an application letter addressed to the Vice Chancellor of INES-Ruhengeri, must be submitted electronically through: https://digitalcampus.ines.ac.rw/recruitment/. Applications must be submitted no later than 18^th September 2026, at 05:00 PM.

Please download the officially signed document for this call.