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
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