Executive Secretary

Job Description

The Executive Secretary is responsible for the day-to-day coordination, administration, and operational management of RASAL. Building on the institutional foundations put in place during the 2026 transitional period — including the strategic plan and governance instruments — the role focuses on driving effective implementation of organizational plans, sustaining governance support, ensuring regulatory compliance, and coordinating program delivery and external relations. The Executive Secretary acts as the central operational link between the Executive Committee, RASAL Commissions, RASAL Members, Partners, ongoing Programs and Activities. He is expected to promote innovations and execute any other roles and responsibilities assigned by the Direct Supervisor.

Responsibilities

• Prepare and organize meetings of RASAL governance organs (agendas, supporting documentation, minutes) in accordance with the organization’s governance instruments;
• Follow up and facilitate systematically on the implementation of decisions and action points from governance bodies;
• Maintain and update organizational records (statutes, internal regulations, policies, and procedures manual);
• Ensure RASAL’s compliance with applicable legal and regulatory requirements (RGB, RRA, RSSB, etc.);
• Support reporting to governance bodies.

Program & Activity Coordination

• Coordinate, facilitate and follow up the elaboration process of RASAL’s strategic plans and other action plans across all strategic objectives;
• Coordinate, facilitate and follow up the implementation of RASAL’s annual action plan across all strategic objectives;
• Monitor the progress of ongoing projects and activities; establish and maintain an up-to-date tracking system;
• Support program teams and volunteers / interns in activity planning and execution;
• Prepare periodic activity and progress reports (monthly, quarterly, semi-annual, annual).

Financial & Operational Support

• Support basic financial administration: budget tracking, expense documentation, and financial reporting;
• Ensure proper filing of financial and administrative documents in line with RASAL’s procedures;
• Coordinate logistics for meetings, events, and program activities;
• Support procurement processes in accordance with RASAL’s administrative and financial procedures.

Resource Mobilization Support

• Coordinate to RASAL fundraising initiatives and campaigns and ensure their effectiveness management.
• Establish and maintain an up-to-date database of partners, donors, and prospects;
• Elaborate appropriate and regular reports on funded project proposals, grant requests, concept notes, and donor/funder applications;
• Conduct regular research and coordinate the preparation of project proposals, grant requests, concept notes, and donor/funder applications;
• Identify, mobilize, engage and monitor relevant funding opportunities (grants, institutional partnerships, campaigns);

Partnerships & External Relations

• Establish and maintain regular communication with RASAL’s partners (NGOs, public institutions, community stakeholders);
• Follow up and support the full participation of RASAL in district and national coordination mechanisms (e.g., JADF, sector-level platforms);
• Assist in the development, maintenance, and renewal of partnership agreements.
• Ensure the effective compliance of the Legal and Regulatory Framework Mechanisms within and outside RASAL.

Communication & Visibility

• Coordinate updates to RASAL’s communication channels (website, social media platforms);
• Support preparation of communication materials (activity reports, monthly bulletins, newsletters, press releases, announcements);
• Ensure consistency and quality of organizational messaging and branding across all channels.

Documentation & Organizational Systems

• Maintain an organized and accessible filing system (physical and digital archives);
• Ensure proper documentation of activities, decisions, and organizational reports;
• Support continuous improvement of internal systems, tools, and procedures.

Academic Qualifications

• Bachelor’s Degree in Management, Economics, Administration, Social Sciences, Development Studies, Planning, or any related field;
• Additional certifications in project management, NGO management, or related areas are an asset.
• Additional certifications in Graphic Design Software are an asset.

Professional Experience

• Minimum 2 years of relevant experience in NGO administration, project coordination, or organizational management;
• Working Experience in the Rwandan NGO Sector is preferred.

Required Technical Skills

• Report writing and documentation management;
• Basic project cycle management and activity monitoring;
• Basic financial administration and budget tracking;
• Proficiency in MS Office Suite (Word, Excel, PowerPoint) and Graphic Design;
• Familiarity with communication tools (social media management, email platforms, website content updating).

Language Skills

• Fluency in Kinyarwanda and English (written and spoken) — required;
• Knowledge of French is an asset.

Key Competencies

• Organization & Planning — Ability to manage multiple tasks and competing priorities efficiently and reliably;
• Communication — Clear, professional, and adaptable written and verbal communication skills;
• Accountability & Integrity — Strong sense of responsibility, follow-through, and ethical conduct consistent with RASAL’s values;
• Collaboration — Effective in working alongside volunteers, elected governance members, staff, and external stakeholders;
• Adaptability — Comfortable, resourceful, and proactive in a small, resource-constrained, and evolving organizational environment;
• Results-Orientation — Demonstrated ability to deliver on commitments within agreed timelines and to a satisfactory standard.

How to Apply

Interested candidates are invited to submit the following documents:

• A signed motivation letter (maximum 1 page) addressed to the President of RASAL;
• A detailed curriculum vitae (CV) with at least two professional references.
• Copies of Degrees, Certificates and ID / Passport.

Applications should be submitted by email to: info@rasal.org.rw with a copy to rasal.ngo17@gmail.com not later than Tuesday 19th May 2026 at 17:00 (Kigali Time).

Subject line: “Application — Executive Secretary — [Full Name]”

Only shortlisted candidates will be contacted. Applications submitted after the deadline will not be considered.