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Administrative Assistant Job in Kenya - NGO

The African Population and Health Research Center (APHRC) is a pan-African, non-profit, regional research institute that conducts high-quality research on population, health, education and urbanization and other development challenges facing sub-Saharan Africa.
 
The Center seeks to recruit a Program Administrative Assistant to be based in the Research Division.
 
Key Responsibilities

  • Manage the Division Leader’s office and respond to queries in his/her absence;
  • Schedule appointments for the Division Leader and other members of the team as necessary;
  • Review emails, respond to routine enquiries and draft responses for the Division Leader;
  • Manage meetings of the Division, including preparing documentation and taking minutes as necessary;
  • Identify action points during meetings and follow up with the concerned parties to ensure that action is taken;
  • Coordinate reviews of applications to the institutional ethics review board and monitor compliance with conditions of approvals granted by National ethics review boards;
  • Maintain an effective record and filing system for contacts, project activities, correspondences, and documents for quick and easy reference;
  • Develop schedules and analysis to help review products from various units within the division;
  • Ensure confidentiality of information in Division Leader’s office;
  • Provide support in preparation and formatting of reports;
  • Assist in proposal development process taking responsibility for administrative sections of proposals developed and ensuring all application requirements are met;
  • Assist in contract preparations within the Division;
  • Manage conference and workshop logistics by preparing draft budgets, making travel and hotel bookings, sending invitations, preparing workshop materials and arranging for per diems and other reimbursements;
  • Assist with financial management in the Division, including assisting with monitoring of the Division budget expenditure;
  • Maintain grant reporting requirements and schedules in the Project Management System (PMS) and follow-up on project reports to ensure submission by due dates;
  • Help in monitoring project implementation including review of burn rates on the online management accounting system and seeking from the division teams the rationale for projects that are delayed;
  • Maintain an effective record and filing system for contacts, donor correspondences and related documents; and
  • Support where appropriate in the planning and execution of the identified fundraising campaigns.
Essential Skills
  • Diploma in business administration;
  • At least 7 years of relevant post-qualification experience in a busy office environment, preferably in an INGO, research organization or large research program;
  • Good planning, financial and organizational skills;
  • Good computer skills;
  • Excellent communication skills (both written and verbal);
  • Excellent interpersonal skills;
  • Ability to communicate in French and experience working in a multidisciplinary and multicultural environment will be an added advantage.
Desirable Skills:
  • Detail oriented, discreet, tactful, courteous;
  • Ability to work independently, set priorities, juggle tasks, meet deadlines;
  • Initiative and innovation in assessing situations, troubleshooting, conflict resolution, teambuilding; and 
Interested applicants are encouraged to apply through our recruitment portal http://hrs.aphrc.org

Applications will be considered until 16th December 2016. 

Only short-listed candidates will be contacted.
 
Cover letters should be addressed to:-
 
The Human Resources Officer
African Population and Health Research Center
P.O. Box 10787 – 00100 GPO
Nairobi
 
For more information about APHRC visit www.aphrc.org

APHRC is an equal opportunity employer and is committed to the protection of children

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