Project & Administrative Assistant Job in Kenya

Job Title: Project & Administration Assistant

Hiring Organization: AFIDEP
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Research
Job Type: Full Time
Salary: KES Competitive
Date Posted: 11/08/2023

The African Institute for Development Policy (AFIDEP) is a regional non-profit research and policy Institute established in 2010 to help bridge the gaps between research, policy and practice in development efforts in Africa. The Institute seeks to entrench a culture of evidence-informed policymaking in public policymaking by supporting governments to address institutional and systemic barriers to evidence use, growing the community of practice in evidence-informed decision-making, translating practical evidence, and providing technical assistance to promote the uptake of the evidence in decision-making processes.

About The Project

AFIDEP is supporting the Union for African Population Studies in organising the 9th African Population Conference in May, 2024. The theme of the conference is “Road to 2030: Leveraging Africa’s human capital to Achieve Transformation in a world of uncertainty”. Through formal sessions, roundtables, plenary sessions, and artistic portrayals, close to 800 participants will present on and discuss what transformative actions to 2030 are required to leverage Africa’s population and human capital while acknowledging that the world is very different from when the global goals were set in 2015. The African Population Conference (APC) is a platform for scholars, experts on population issues, researchers, parliamentarians, government officials, policy makers, and other stakeholders to deliberate on Africa’s population challenges and solutions. It is the only pan-African conference for population research that provides Africans and non-Africans multidisciplinary population scientists the opportunity to deliberate on critical and emerging issues on population and its impacts on the development of Africa.

About The Position

We are seeking a dynamic and experienced Project & Administrative Assistant with at least 3 years’ experience in planning and organising and academic/scientific conferences and events management. As a Project & Administrative Assistant, you will play a crucial role in coordinating project activities, break the project into doable tasks, create and update workflows, scheduling meetings for the local conference committees and noting decisions, and preparing updates. You will work closely with the Conference Coordinator-who will be your Supervisor and you will interact with internal teams and the UAPS Secretariat in Ghana to ensure seamless event management from start to finish.
The position will be based at AFIDEP’s Malawi office.

Key Responsibilities

Logistics Management

Collaborate with the Conference Coordinator and assist with logistical arrangements for conferences, including venue selection, flight and accommodation bookings, conference room setup and audio-visual equipment coordination.

Schedule meetings of conference committees and note decisions.

Work closely with service providers to secure services and products, negotiate contracts, and ensure the services procured meet the event standards.

Liaise with hotels for accommodation and transport requirements for delegates, and other logistical details to ensure a seamless event experience.

Support Conference Catering Committee in planning and managing catering services, including menu selection, dietary accommodations, and service logistics, to provide high-quality food and beverage experiences.

Ensure that all technical equipment are properly installed and operating seamlessly during the conference.

Coordinate the setup of exhibition areas, booth placements, and vendor access.

Administrative Support:

Maintain records, databases, and documentation related to conference planning and logistics.

Assist in budget management, expense tracking, and financial record-keeping.

Prepare and distribute event materials, badges, schedules, and other logistical materials.

Coordinate with the Conference Coordinator to address any logistical issues or challenges that may arise during events.

Support attendee registration and communication processes, including processing registrations, responding to inquiries, and sending event information.

Assist with attendee check-in and provide support for logistics-related inquiries.

On-Site Support:

Provide on-site logistics support during conferences, ensuring that all logistical aspects run smoothly.

Be on-site during conferences to manage logistics and operations.

Oversee the safety and security of all attendees.

Coordinate technical support and address technical issues.

Maintain inventory of event-related supplies and equipment.

Required Qualifications and Experience:

Bachelor’s degree in business management or a relevant Social Science.

Must have at least 3 years’ experience in an administrative support role, with a strong focus on logistics, event planning, or a related field.

Strong organizational skills, attention to detail, and the ability to multitask.

Proficiency in Microsoft Office and office management software.

Excellent communication and customer service skills.

Excellent organizational skills with a willingness to take initiative and be proactive in the procurement process.

Excellent communication, facilitation, and negotiation skills.

How To Apply

Please submit a detailed CV and cover letter to including the position title “Temp. Project & Administrative Assistant” on the subject of the email by 12 November 2023. In your cover letter, please highlight your relevant experience and qualifications, and explain why you are interested in this position. Your CV should include three relevant referees. Only shortlisted applicants will be contacted