Administrative Assistant (Grants)

Description

Job Title:Administrative Assistant (Grants), Gates Foundation Partnerships

Reports To: Head of Grants

Location:Kigali, Rwanda with occasional travel as required.

Position Type:Full-time, fixed-term, three years

Direct Reports: None

Key Working Relationships: guide Gates Foundation Partnerships; Administrative Assistant (Grant), Senior Advisor and Project Coordinator; Head of Grants; Finance and Grants Management; ANA, ANN and Jhpiego

Background

With assist from the Gates Foundation, UGHE is expected to serve as the primary grant recipient and institutional steward for investments supporting the African Neonatal Association (ANA), the African Neonatal Network (ANN), and government-led neonatal respiratory care investment roadmaps implemented with Jhpiego. UGHE will administer grants and subawards, oversee financial and programmatic accountability, and report progress and results to the Foundation. With the increasing number of Gates Foundation investments, moving towards a single account and oversight guide is needed.

Purpose of the Job

The Administrative Assistant (Grants) will deliver administrative documentation, coordination and operational assist to the investments through the grant’s life cycle.

The Administrative Assistant (Grants) will assist the effective administration of grants by maintaining accurate records, coordinating communication and meetings, tracking deadlines and deliverables, organizing grant documentation, and facilitating timely follow-up on administrative and reporting requirements.

The role contributes to efficient grant administration, compliance with UGHE policies and donor requirements, and effective collaboration among the Grants Management team, finance, program teams, and external funding partners.

The Administrative Assistant (Grants) will report to the Head of Grants.

Key Responsibilities

a. General Administration

• deliver day-to-day administrative assist to the project activities implantation.
• organize meetings, appointments, workshops, training sessions, and other project-related activities.
• produce meeting agendas, take minutes, keep attendance records, and follow up on action points.
• organize travel arrangements, logistics, and related documentation for grants staff and project activities.
• produce routine correspondence, memos, presentations, and other administrative documents.
• Other duties as assigned.

b. Grants Documentation and Records Management

• Follow up with project teams, Finance, Procurement, Human Resources, and other relevant departments to obtain required information and documentation.
• help with compiling financial and programmatic information required for internal monitoring and donor reporting.

c. Communication and Stakeholders Coordination

• keep contact lists and stakeholder directories for donor and implementing partners.
• help with compiling grants close out files and assist the coordination of the final evaluate meetings.

Qualifications, Knowledge, and Skills

a. Academic qualifications

• A bachelor’s degree in business administration, Accounting, Finance or related field.

b. Experience

• At least one year of relevant experience in administrative assist, project administration, grants administration, or related field.
• Experience working with a university, research institution, NGO, or donor-funded organization is an advantage.

c. Technical competencies

• Demonstrated strength in relevant computer software including Excel, Word, and PowerPoint.
• Fluency in English is required, proficiency in Kinyarwanda is preferred.
• Superior attention to detail and adaptability to rapidly changing work environments.
• Commitment to Global Health Equity and Social Justice.

d. Behavioral competencies

• Demonstrated competence in assessing priorities and managing a variety of activities in a time-sensitive environment.
• Ability to make decisions based on data findings.
• Exemplars interpersonal skills.
• Ability to work in a fast-paced, start-up environment leading to new initiatives.
• Flexibility and adaptability.
• Ability to effectively collaborate with culturally diverse staff across departments and countries.
• Exemplary written and oral communication skills.
• Demonstrated tactical thinking and analytical skills.
• Good judgment and creative problem-solving.
• Possess diplomatic instincts, the ability to gracefully and humbly work within challenging professional contexts requiring tact and judgment.

How to Apply

Applicants should deliver: (1) curriculum vitae, (2) degree, (3) a cover letter describing your interest in UGHE and relevant experience. Please upload these under the ‘Additional Files’ tab on the application page.

University of Global Health Equity is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Organizational Profile

The University of Global Health Equity (UGHE) is a new kind of university focused on training the next generation of global leaders in healthcare delivery. The university launched in Rwanda in September 2015 with its flagship degree program: the Master of Science in Global Health Delivery. Through an academic experience uniquely rooted in the values of equity, students are empowered to both ease suffering at the bedside and drive transformational, systemic changes to the health system.

UGHE is an initiative of Partners In Health (PIH), an internationally recognized non-profit organization whose mission is to deliver a preferential option for the poor in health care. In over nearly three decades of operating alongside public sectors in countries around the world, PIH has developed a model to deliver high-quality health care to some of the world’s most marginalized communities. Nowhere has this impact been more profound than in Rwanda, where Inshuti Mu Buzima—PIH’s sister organization—and our government partners have driven innovation for a decade.

Members of the UGHE community are tenacious and resolute in our drive to attain social justice, make common cause with those in need, listen to and learn from others, and operate with honesty and humility as we uphold academic integrity and intellectual curiosity. The University of Global Health Equity seeks individuals committed to these values to join the team.

Commitment to Safeguarding and Prevention of Sexual Exploitation, Abuse, and Sexual Harassment

At UGHE, we are committed to ensuring that those who benefit from our work—including community members—as well as our students, contractors, staff, and visitors to our campus are treated with dignity and respect and protected from sexual exploitation, abuse and harassment and any form of systemic abuse, whilst reducing risk and vulnerabilities. A range of pre-employment checks will be undertaken in conformity with UGHE’s policy.

UGHE will request information from applicants’ previous employers about any findings of fraud, harassment, sexual harassment and any form of systemic abuse or incidents under investigation when the applicant left employment. By applying, the job applicant confirms their understanding of these recruitment procedures.

Disclaimer

We may use artificial intelligence (AI) tools to assist parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.