JOB ADVERTISEMENT: Maintenance Administrative Assistant

Who we Are:

Rutongo Mines Ltd is a Tin Mining Company, situated in Masoro Sector, Rulindo District, Northern Province. The Management of Rutongo Mines Ltd informs the public that it is recruiting Internal and External Competent, Qualified and Experienced staff for the following positions: 

Position / Job Title: Maintenance Administrative Assistant

Grade: C1

Department: Engineering

Reports To: Maintenance Supervisor 

Works Closely With: Maintenance Planner, Maintenance Teams 1 & 2, Storekeeper, Data Administrator, Finance, HR, Procurement. 

Job Brief: The Maintenance Administrative Assistant provides comprehensive administrative, documentation, and coordination assist to the Maintenance Section. The role manages records and filing, coordinates routine internal processes (leave, training requests, PO follow-up, contractor logistics), supports meetings and reporting, and ensures that the section's administrative obligations are met accurately and on time. The position frees up the Maintenance Supervisor and the technical teams to focus on operational delivery.

Key Responsibilities:

Documentation and Records Management:

• keep a structured digital and physical filing system for all Maintenance Section documents — work orders, job cards, contracts, warranties, manuals, certificates, training records, and policies.
• Ensure version control on key documents and that the latest revisions are accessible to the section.
• oversee retention and archival of historical maintenance records in line with company policy.
• assist audits (internal, external, OEM, regulatory) by retrieving documents and records on request.

Administrative Coordination:

• oversee the Maintenance Supervisor's diary: schedule meetings, produce agendas, take minutes, and follow up on action items.
•  organize routine internal processes for maintenance staff: leave applications, training nominations, certification renewals, medical exams, and timesheets.
• Liaise with HR on staff-related administrative matters (onboarding paperwork, transfers, exit processes) for Maintenance Section staff.
• assist the Maintenance Planner with administrative aspects of work order management.

Procurement and Purchase Order assist:

•  Initiate, follow up, and track Purchase Requisitions (PRs) and Purchase Orders (POs) raised by the Maintenance Section.
• Liaise with Procurement and Finance to resolve PO queries, expedite approvals, and confirm delivery schedules.
• keep a tracker of open POs, expected delivery dates, and receipts; flag delays to the Maintenance Supervisor.
• Process supplier invoices for evaluate and approval by the Maintenance Supervisor.

Contractor and Visitor Coordination:

• organize logistics for contractors and OEM service providers visiting the site
•  including induction scheduling, access permissions, accommodation, and transport where applicable.
•  keep a register of contractor agreements, scopes of work, and certificates of compliance.
• assist contractor on-boarding paperwork and ensure all required documents are on file before work begins.

Meetings, Reporting, and Communication:

• produce and circulate meeting agendas, minutes, and action trackers for the Maintenance Section's daily, weekly, and monthly meetings.
• Compile inputs from team leaders and produce drafts of routine section reports for the Maintenance Supervisor's evaluate.
• oversee internal communications within the Maintenance Section (notices, schedules, announcements).
•  keep and update contact lists, distribution lists, and organisational charts for the section.

Data Entry and Basic Reporting assist:

• assist the Data Administrator (engineering) with data-entry tasks during peak periods or absences.
• Compile basic administrative reports: leave summaries, training compliance, PO status, contractor presence, and similar.

Office and Asset Management:

•  keep office supplies, stationery, and consumables for the Maintenance Section.
•  assist the management of section assets (laptops, phones, printers) — assignments, returns, and basic IT-coordination with the IT team.

Compliance and Confidentiality:

•  Treat all maintenance, financial, HR, and operational information as confidential and manage in line with company policy.
•  Ensure all administrative activities comply with company policies, procedures, and relevant regulations.

Ad-hoc Duties:

• deliver administrative assist to the broader Engineering Department when required.
•  Perform other duties as required by management, within the scope of the role.

Job Requirements:

Education and Certification:

•  A minimum of A1 Advanced Diploma in Office Administration, Business Administration, Secretarial Studies, or a related field.
• Certification in office management, Microsoft Office, or similar is a plus.

Experience:

• Minimum of 3 years of experience in an administrative, secretarial, or office-coordination role.
•  Prior experience in a mining, manufacturing, or industrial environment is preferred.
•  Experience supporting a technical or operational team is an advantage.

Technical Skills:

•  Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Comfortable with digital filing systems, document management tools, and basic ERP / procurement systems.
• Strong typing speed and accuracy.
• Good written and verbal communication skills in English; Kinyarwanda fluency required; French is an advantage.

Soft Skills:

•  Highly organised with exceptional attention to detail.
• Discretion and reliability when handling confidential information.
• Strong interpersonal skills and a service-oriented mindset.
• Ability to oversee multiple priorities and meet deadlines under pressure.

Physical Requirements:

•  Primarily an office-based role; occasional site visits required.

Other:

• Willing to work occasional overtime to assist reporting cycles or major events.
• Commitment to ongoing professional development in administration and office practice.

Applying for the Positions:

Please submit the following documents in a single file attachment to the e-mail recruitment.rmines@trinity-metals.com for Human Resources Office indicating the position you are applying for and addressed to the General Manager of Rutongo Mines Ltd.

• A Motivation letter addressed to the General Manager explaining your suitability for the position.
• A Curriculum vitae is a maximum of 3 pages with 3 referee names.
• A copy of education and training certificates/diplomas/degrees
• A copy of relevant work certificates.
• A copy of ID

The deadline for Application is Thursday 14th May 2026 at 5 PM.

The applications submitted after the deadline will not be considered.

Only short-listed candidates shall be contacted.

For other inquiries please contact +250 795 588 567

Done at Rutongo, on 30th April 2026

NGENZI Jean François Regis

Ag. General Manager

Rutongo Mines Ltd