RWANDA ANCIENT SCOUTS ALLIANCE

RASAL

JOB VACANCY ANNOUNCEMENT

Ref. No. RASAL/HR/VAC/001/2026

ABOUT RASAL

Rwanda Ancient Scouts Alliance (RASAL) is a Rwandan community development NGO registered with the Rwanda Governance Board (RGB), founded in 2017 and anchored in the values of the Scout Movement — service, integrity, community, and continuous learning.

RASAL mobilizes former scouts and community volunteers to implement programs focused on youth empowerment, social cohesion, civic engagement, and sustainable community development across Rwanda.

RASAL is currently entering a new phase of organizational development, building on a strengthened governance framework, a multi-year strategic plan, and improved institutional systems.

POSITION CONTEXT

Following a productive transitional period during which foundational institutional work was completed — including strategic planning and the development of comprehensive governance instruments — RASAL is now seeking an Executive Secretary to lead its day-to-day operations.

The incumbent will take on a well-structured and operationally ready organization, with clear governance frameworks and a defined strategic direction, and will be responsible for translating plans into results through consistent and effective day-to-day management.

WHAT RASAL OFFERS

• A structured and supportive organizational environment with clear governance frameworks in place;
• A one-month induction period alongside the outgoing Volunteer Executive Secretary to ensure a smooth transition;
• Competitive compensation aligned with RASAL’s budgetary capacity;
• Opportunities for professional development in line with organizational growth;
• A meaningful mission in service of communities.

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.

Expected Start Date: 1 June 2026

RASAL is committed to equal opportunity and encourages applications from qualified women and people with disabilities.

Rwanda Ancient Scouts Alliance (RASAL) · Kigali, Rwanda · info@rasal.org.rw

JOB DESCRIPTION

RWANDA ANCIENT SCOUTS ALLIANCE (RASAL)

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.

A. Governance & Administrative Support

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

B. 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).

C. 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.

D. 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);

E. 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.

F. 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.

G. 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.

• 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.

Working Hours: Standard working hours, Monday to Friday — flexible arrangements as operationally required

Travel: Occasional (<25%) — field visits, district-level meetings, and community events

Special Conditions: Position may require occasional weekend availability for RASAL events and program activities

Given the stage of RASAL’s institutional development, this role is expected to evolve over time. Key factors include:

• Growth and expansion of RASAL’s programs and geographic reach;
• Availability of additional funding and operational resources;
• Development of RASAL’s staff structure and organizational capacity;
• Performance of the incumbent and evolving organizational needs.

RASAL is committed to accompanying the professional growth of its team members in line with the organization’s own development trajectory.