Vacancy title:
Executive &administrative Assistant

[Type: FULL_TIME, Industry: Consulting, Category: Admin & Office]

Jobs at:
Ecofleet Solutions Ltd

Deadline of this Job:
Monday, September 15 2025

Duty Station:
Kigali | Rwanda

Summary
Date Posted: Wednesday, September 10 2025, Base Salary: Not Disclosed

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JOB DETAILS:

Ecofleet Solutions Ltd is a government-owned company mandated to transform and modernize public transport service delivery in the City of Kigali. Its mission is to enhance efficiency, reliability, and accessibility of the transport system through data-driven planning, route optimization, fleet management, and close coordination with stakeholders. By setting and enforcing service standards, Ecofleet ensures that Kigali’s growing population has access to safe, reliable, and commuter-friendly transport services.

The company plays a strategic role in managing the city’s bus fleet, including planning renewals to maintain a modern and efficient system, while embracing green mobility solutions such as electric buses to align with Rwanda’s climate goals. Technology underpins Ecofleet’s operations through intelligent transport systems (ITS), GPS tracking, digital performance dashboards, and automated inspections that improve transparency and responsiveness. In addition, Ecofleet oversees shared transport infrastructure—depots, terminals, and bus stops—and manages a unified digital fare collection system that promotes cashless payments, standardizes fares, and ensures accountability. Together, these efforts position Ecofleet as a central driver of Kigali’s sustainable, smart, and integrated public transport future.

2. Purpose for Recruiting

Ecofleet Solutions Ltd is seeking competent, self-motivated, and results-oriented individuals to join its team across various departments and roles. A skilled and solution-driven workforce is essential to supporting Ecofleet’s vision of delivering efficient, reliable, and commuter-friendly public transport services in Kigali. By fostering talent that aligns with innovation, operational excellence, and sustainability, Ecofleet ensures its services remain responsive, resilient, and future-ready.

3. Required Staff

XI) EXECUTIVE &ADMINISTRATIVE ASSISTANT (1)

Reports to: Chief Executive Officer (CEO) 

Department: Executive

Location: Kigali, Rwanda

Job Type: Full-time

a. Role Summary

The Executive & Administrative Assistant provides high-level administrative support to the CEO, ensuring efficient office coordination, scheduling, correspondence management, and preparatory analysis to support executive decision-making. The role also includes basic financial and operational data review, helping the CEO interpret reports, audit findings, and key business metrics.

b. Scope of the Role

• Manage CEO’s schedule, communications, and daily office operations.
• Prepare briefings, reports, and presentations, including financial or operational summaries for decision-making.
• Conduct pre-analysis and research to support executive initiatives.
• Coordinate meetings, events, and stakeholder engagements.
• Assist with follow-up on audit or financial action items where required.

 c. Key Responsibilities

• Maintain calendar, appointments, and travel arrangements for the CEO.
• Draft emails, reports, and presentations, summarizing key financial and operational information as needed.
• Conduct pre-analysis and research to support CEO decisions, including reviewing accounting, audit, or operational reports for insights.
• Coordinate internal and external communications and correspondence.
• Organize and follow up on meetings, ensuring financial or operational action items are tracked.
• Support office logistics, filing systems, and documentation management.

d.  Indicators of Success

• Efficient and well-organized executive office operations.
• Timely preparation of accurate briefings, reports, and correspondence.
• Smooth coordination of meetings, events, and executive priorities.
• CEO receives actionable insights from summaries of financial, operational, and audit reports.

 e. Working Relationships

Internal

• CEO: Direct support for all administrative, reporting, and preparatory tasks.
• Executive Team & Staff: Coordinate schedules, communications, and reporting.

External

• Stakeholders, partners, and vendors: Manage executive-facing interactions.

f. Core Competencies & Skills

• Strong organizational, planning, and multitasking skills.
• Excellent written and verbal communication abilities.
• Discretion, integrity, and confidentiality.
• Analytical mindset and ability to interpret basic financial or operational data.
• Proficiency in MS Office and digital collaboration tools.

g. Values & Cultural Fit

• Commitment to Ecofleet’s mission and executive support excellence.
• Proactive, detail-oriented, and solution-driven approach.
• Integrity, discretion, and teamwork.
• Interest in learning and supporting financial, operational, and audit processes.

h. Qualifications & Experience

Minimum:

• Bachelor’s degree in Business Administration, Management, Accounting, Finance, or related field.
• 3–5 years of administrative experience providing high-level executive, including exposure to financial reporting, accounting, or audit processes.

Preferred:

• Experience supporting C-level executives in complex, fast-paced environments.
• Experience in preparing financial or operational summaries and assisting in audit-related follow-ups.
• Familiarity with reporting, pre-analysis, or dashboard preparation.

Work Hours: 8

Experience in Months: 36

Level of Education: bachelor degree

Job application procedure

Interested candidates must submit their applications via: info@ecofleet.rw   and upload application documents including Application Letter addressed to Aubin RUKERA – CEO Ecofleet, Curriculum Vitae, Copies of academic certificates and professional certificates, names of three previous supervisors. 

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