Office Manager-office of the CEO

KN2 AV Kigali, Rwanda

www.prime.rw

T: 0788 195 200

E: info@prime.rw

JOB VACANCY OFFICE MANAGER-OFFICE OF THE CEO POSITION

1. BACKGROUND

Prime Insurance Ltd is an insurance company, established in 1995 and licensed by the National Bank of Rwanda (BNR) to offer general insurance services.

Job Title: Office Manager – Office of the CEO

Department: Executive Office

Grade: Manager

Reports to: Chief Executive Officer

Location: Prime Insurance Head Office, Kigali-Rwanda

Supervises: Executive Assistant(s)

2. JOB PURPOSE

The Office Manager – Office of the CEO ensures the efficient functioning of the CEO’s office by providing high-level administrative, coordination, and analytical support. The role serves as a link between the CEO, the Stakeholders, regulators, and management, ensuring smooth communication, timely execution of decisions, and alignment with Prime Insurance’s strategic objectives.

The position requires a well-organized, discreet, and proactive individual capable of managing multiple priorities in a dynamic insurance environment.

3. KEY RESPONSIBILITIES

Executive Coordination and Support

• Manage the CEO’s agenda, including scheduling meetings, preparing briefs, and ensuring follow-up of agreed actions.
• Support the CEO in preparing materials for Board, EXCOM, and regulatory meetings.
• Coordinate preparation of reports, presentations, and correspondence required by the CEO for internal and external use.
• Track implementation of decisions made by the CEO, EXCOM, and the Board, ensuring timely feedback from responsible departments.

Strategic and Operational Follow-up

• Monitor progress on company strategic initiatives, financial performance, and key operational targets across departments.
• Liaise with Heads of Departments (Underwriting, Claims, Finance, IT, Risk, Commercial, HR, etc.) to ensure alignment with the CEO’s directives and the company’s strategic plan.
• Consolidate management reports and performance updates for the CEO’s review.
• Assist in preparing the CEO’s quarterly updates to the Board and the National Bank of Rwanda (BNR).

Communication and Stakeholder Management

• Act as the primary coordination point between the CEO’s office and internal/external stakeholders.
• Prepare and review communications, memos, and letters from the CEO’s office to ensure clarity and consistency.
• Manage confidential information and sensitive correspondence with utmost discretion.
• Support the organization of high-level engagements, such as Board meetings, regulatory visits, reinsurer interactions, and industry forums.

Office Administration and Process Management

• Ensure the smooth day-to-day running of the CEO’s office, including record management, filing systems, and logistics.
• Supervise administrative staff supporting the Executive Office and ensure a culture of professionalism and service excellence.
• Manage the budget and expenditure of the CEO’s office efficiently.
• Streamline internal communication between the CEO’s office and other departments for timely information flow and decision-making.

Leadership and Governance Support

• Follow up on Board and management decisions to ensure execution.
• Maintain a calendar of corporate governance and regulatory reporting obligations.
• Promote teamwork, accountability, and ethical conduct within the Executive Office.

4. KEY DELIVERABLES

• Efficient management of the CEO’s time, meetings, and communications.
• Accurate and timely preparation of reports, briefs, and board materials.
• Effective follow-up and reporting on company initiatives and board resolutions.
• High level of coordination between the CEO’s office, management, and external stakeholders.
• Positive internal feedback on responsiveness and professionalism of the CEO’s office.

5. QUALIFICATIONS AND EXPERIENCE

• Bachelor’s degree in Business Administration, Management, Finance, or related field.
• Master’s degree or relevant professional qualification (e.g. MBA, ACII, CPA) is an added advantage.
• Minimum of 3 years of consecutive and progressive experience in a corporate or financial services environment, with at least 3 years in a similar senior coordination or executive support role.
• Strong understanding of the insurance industry and regulatory framework in Rwanda.
• Proven experience supporting C-suite executives or Boards in fast-paced organizations.

6. KEY COMPETENCIES

• Excellent planning and organizational skills.
• Strong writing and analytical skills (ability to synthesize reports and data for decision-making).
• High level of integrity, discretion, and professionalism.
• Excellent interpersonal and communication skills, both written and verbal.
• Ability to work under pressure and handle multiple priorities.
• Strong computer literacy (MS Office Suite, Outlook, Excel, PowerPoint).
• Ability to anticipate needs, take initiative, and work independently.
• High level of integrity

• Being fluent in English, Kinyarwanda and French

7. WORKING RELATIONSHIPS

• Internal: CEO, Executive Committee, Department Heads, Board Secretariat, Finance, HR, and Risk Departments.
• External: Board Members, Regulator (BNR), Reinsurers, Brokers, Industry Associations, and Other Stakeholders.

8. APPLICATION PROCEDURE: JOB IN RWANDA

• Application letter addressed to Chief Executive Officer.
• Recent Curriculum Vitae (CV)
• Proven work Experience (previous and current work certificate)
• Notarized education certificates.
• A copy of National Identification.
• Two professional referees.
• Criminal record certificate.

​​​​​​How to apply 

Applications should be submitted no later than December 21st, 2025. Please click on the “Apply” button to complete your application.

NB: Only shortlisted candidates will be contacted.

Done at Kigali, December 15^th, 2025

Signed by:

Col (Rtd) Eugene M. HAGUMA

Chief Executive Officer