Administrative Assistant

We are seeking a highly organized and service-oriented Administrative Assistant to support the smooth day-to-day operations of our Kigali office. The successful candidate will serve as the first point of contact for visitors and callers, while ensuring a professional, organized, and well-maintained office environment. The role combines front office coordination, administrative support, facilities upkeep, and stock management.

Our client – Sense of Africa is a leading inbound destination management company with an established presence across multiple African countries. The organization specializes in delivering exceptional travel experiences through tailor-made private guided tours, FIT arrangements, group travel, and MICE solutions, supported by extensive destination expertise and strong operational capabilities. Recognized for its commitment to service excellence, innovation, and long-standing partnerships within the global tourism industry, our client combines deep local knowledge with robust systems and personalized service to create memorable travel experiences across Africa. The organization offers a dynamic and collaborative work environment that encourages professional growth, high performance, and continuous learning. 

Key Responsibilities

 • Manage the reception desk as the first point of contact for visitors, clients, and callers, while answering and directing calls promptly and welcoming visitors professionally.

 • Maintain an up-to-date directory of staff contacts, key suppliers, and service providers, and uphold a professional image and tone in all phone calls, in-person, and written communication. • Manage day-to-day administrative activities by handling filing, photocopying, binding, scanning, and data entry, while also supporting the coordination of meetings and office events, including the preparation of refreshments as required.

 • Oversee the administration storeroom by maintaining adequate stock levels of stationery and office supplies, issuing items to staff upon authorized request, and keeping accurate usage records to ensure timely replenishment before supplies run out.

• Maintain a clean, organized, and presentable office environment across all areas, including reception, workstations, meeting rooms, the kitchen, and washrooms, while cleaning and maintaining furniture, fixtures, windows, doors, surfaces, and shared equipment using appropriate cleaning materials.

• Ensure continuous availability of kitchen consumables such as drinking water, coffee, sugar, condiments, and other supplies, maintain high hygiene standards in the kitchen and staff break areas through daily waste disposal and regular sanitization of bins, and ensure toiletries are always stocked in bathrooms and common areas.

• Coordinate monthly fumigation of office and kitchen areas, conduct or facilitate a thorough general office cleaning at least once a month, and follow proper procedures for handling chemical cleaning products.

• Monitor the condition of office facilities, promptly report maintenance issues, safety hazards, or equipment faults, and carry out minor repairs or basic maintenance tasks where authorized and competent to do so.

• Track and report kitchen and cleaning supply usage before replenishment is required, while supporting compliance with health, safety, and operational standards across the workplace. Minimum Qualifications

• Must have the Rwanda National Examination Council (RNEC) A-Level Certificate. A Certificate or Diploma in Office Administration, Hospitality, or a related field will be an added advantage.

• Prior exposure in front office, corporate reception, or general office support functions, with familiarity in using basic office equipment such as printers, scanners, and telephone systems.

• Have demonstrated strong spoken and written English skills, with French and/or Kinyarwanda as an advantage, alongside excellent interpersonal and communication abilities with a professional and welcoming demeanor.

• Strong attention to detail, accuracy, and organizational ability, with working knowledge of basic computer applications such as MS Word, Excel, and email, as well as the ability to handle minor repairs and basic facilities maintenance and adapt to flexible working hours when required.

• Exhibit honesty, trustworthiness, reliability, punctuality, and consistency, while remaining proactive, self-motivated, team-oriented, and committed to complying with workplace safety policies and procedures.