EMBASSY OF THE REPUBLIC OF RWANDA TO THE NORDIC COUNTRIES

VACANCY ANNOUNCEMENT 

OFFICE ADMINISTRATOR

The Embassy of the Republic of Rwanda to the Nordic Countries is seeking a dynamic and experienced professional to join its team as an Office Administrator. This is a full-time position based in Stockholm, Sweden, offered on a one-year renewable contract, with a six-month probationary period.

ABOUT THE EMBASSY

The Embassy of the Republic of Rwanda to the Nordics represents Rwanda in Sweden, Denmark, Finland, Norway, and Iceland. Its mission is to strengthen diplomatic, economic, and cultural relations with these countries and provide consular services to Rwandan nationals and foreign citizens residing in or visiting the region.

KEY RESPONSIBILITIES

The Office Administrator will be responsible for the following duties:

1. Driving the utility or any other Embassy car to designated destinations.
   
    
2. Maintaining a vehicle logbook, including fuel consumption, mileage, and service history.
   
    
3. Ensuring both embassy vehicles are kept clean, serviced, and in roadworthy condition.
   
    
4. Performing reception duties, including answering calls and welcoming visitors.
   
    
5. Handling, responding to, and forwarding calls to relevant staff when necessary.
   
    
6. Managing postal services, including incoming and outgoing correspondence.
   
    
7. Maintaining inventories of all Embassy property/assets, including the Chancellery and diplomatic residences.
   
    
8. Overseeing logistical support for embassy operations and events.
   
    
9. Managing office stock and supplies, ensuring availability of essential items.
   
    
10. Organizing and maintaining the stockroom and basement.
    
     
11. Purchasing office supplies, cleaning products, and kitchen items as required.
    
     
12. Overseeing the hoisting, display, and maintenance of the national flag.
    
     
13. Supporting event planning and coordination, including meetings, national day celebrations, and official visits.
    
     
14. Providing administrative and clerical support to Embassy staff when needed.
15. Assisting in the procurement processes of the Embassy

QUALIFICATIONS AND EXPERIENCE

The ideal candidate should possess the following:

• Proven administrative or office management experience, preferably in a diplomatic or international environment.
  
   
• Valid driver’s license and safe driving record.
  
   
• Excellent communication skills (written and verbal).
  
   
• Fluency in English and Kinyarwanda is required; working knowledge of Swedish and French is an advantage.
  
   
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
  
   
• Strong organizational and time-management skills, with attention to detail.
  
   
• Ability to multi-task, prioritize, and work under pressure.
  
   
• A proactive, team-oriented, and solutions-focused attitude.
  
   
• Minimum of a Bachelor’s degree in a relevant field is desirable.

APPLICATION PROCESS

Interested candidates are invited to submit their CV, a cover letter, and at least two professional references to:

[email protected]

Deadline: Friday, 16th May 2025 (Midnight, local time)

Only shortlisted candidates will be contacted within two weeks after the application deadline.