Administration & People Operations Assistant – Rwanda

Job Description

About the Role

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 jobs@sheerlogicltd.com by 25^th October 2026.