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Administrative Assistant Job in Kenya

KENYA MEDICAL RESEARCH INSTITUTE

VACANCY ANNOUNCEMENT

Vacancy: CGHR /181/02/21

Project Description: The Kenya Medical Research Institute (KEMRI), Liverpool School of Tropical Medicine (LSTM) and the Centers for Disease Control and Prevention (CDC) will be conducting a large community-based study of Attractive Targeted Sugar Bait (ATSB) aimed at reducing malaria transmission in western Kenya.

The 3-year project is part of a larger international ATSB consortium involving three countries in Africa, and international partners in the UK and USA.

The project has an exciting opportunity for an administrative assistant as follows:

POSITION: Administrative Assistant

(1 Position)

J/G KMR 8

Reports to: Study PI

LOCATION: Kisumu

MINIMUM REQUIREMENTS

·         Diploma in Business Administration or equivalent qualification from a recognized institution.

·         Knowledge of administrative, budgetary, financial, and human resources policies and procedures.

·         High level of proficiency in computer applications.

Key Skills and Competencies

·         Strong communication and reporting skills

·         Good interpersonal, decision making and analytical skills.

·         Team player

·         Excellent personnel and financial management skills

·         Strong organizational, office and time management skills

·         Ability to multi-task and take initiatives with minimal supervision.

Major Duties and Responsibilities

·         Work with finance on activities related to budgets for new funding, project/project preparation and submissions, progress reports, developing and planning budgets for each project strategic area and assists in forecasting future resource needs.

·         Track expenditure and prepare timely reports for submission to Project Manager, PIs, Partners and Donors

·         Review financial and administrative vouchers and monitor MPESA payments.

·         Recommend approvals of project operating invoices and vouchers for payment.

·         Liaise with finance to ensure funds are available before processing LPOs and with relevant departments to ensure Request for Purchases is completed for timely procurement and delivery of project supplies.

·         Maintain an inventory register and conduct unannounced inventories inspection to ensure all assets are available and maintained per schedule.

·         Manage office transport, track vehicle and motorbike expenses and highlight concerns

·         Liaise with Human Resource on hiring and orientation of project staff.

·         Manage timesheet tracker per project and maintain leave schedules.

·         Coordinate archiving of office records.

·         Coordinate project meetings and take minutes.

·         Facilitate processing of project staff travel requisitions.

·         Coordinate clearance of visitors to the branch and liaise with relevant departments for clearance, work permits, hotel reservations, ground transportation and office space.

·         Prepare welcome packets for visiting scientists.

·         Generate reports on project expenditure

·         Any other related duties as may be assigned from time to time by the immediate supervisor

Terms of Employment: Contract for 1 year, renewable as per KEMRI scheme of service with a probation period in the first 3 months.

Applications should include the following:

·         Letter of Application (indicate vacancy number)

·         Current Curriculum Vitae with telephone number and e-mail address.

·         Letters of reference from your referees.

·         Copies of Certificates and transcripts

How to Apply

Apply to Deputy Director, CGHR, PO Box 1578-40100, Kisumu not later than March 3, 2021.

Submit your application including documents via Email address cghr@kemri.org

KEMRI IS AN EQUAL OPPORTUNITY EMPLOYER; WOMEN AND DISABLED PERSONS ARE ENCOURAGED TO APPLY.

KEMRI DOES NOT CHARGE A FEE AT ANY STAGE OF ITS SELECTION PROCESS INCLUDING APPLICATION, INTERVIEW MEETING AND PROCESSING OF OFFER LETTER.

IF ASKED FOR A FEE, REPORT SUCH REQUEST IMMEDIATELY TO RELEVANT AUTHORITY

Only short-listed candidates will be contacted

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