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Personal Assistant Job in Nairobi Kenya

Personal Assistant

Reference Number:PA-01-12

Category: Clerical, Office Administration

Salary: Kshs. 60, 655

Grade: 4.1

Location: Nairobi

Country: Kenya


The Malaria Public Health Epidemiology Group (MPHEG) is part of the KEMRI-Wellcome Trust Research programme based in Nairobi. The head of the programme, Professor Bob Snow, manages a group of scientists and technical staff whose work involves national and regional collaborations, field work and statistical analysis.

A personal assistant is required to support Professor Snow and the group in Nairobi for the next two years. The position's key role is to provide effective and efficient administrative and secretarial support to the MPHEG office.

The position is also vital for effective liaisons between the MPHEG office with the rest of the internal programme functions and externally, with the programme partners and stakeholders.

Reporting Lines: The post holder reports to the MPHEG Programme Head.

Key Responsibilities:
  • Arrange and facilitate administration of meetings, seminars and workshop
  • Co-ordinate two monthly MPHEG cluster reporting to MOP
  • Assist in budgeting and formatting grant submission
  • Maintain inventories for IT, GIS and offices for MPHEG
  • Serve as MPHEG focal person for Baraza Programme Intranet
  • Facilitate submission and maintain file of submitted MPHEG scientific proposals though KEMRI scientific and ethical approval process and notify PI’s in advance when ethical approval expires
  • Maintain KEMRI publication committee submissions of all manuscripts and documentation
  • Maintain UKPUBMED Central open access submission, tracking and communication of ID numbers
  • Maintain MS outlook contacts for head of MPHEG and facility for use by wider group
  • Arrange, book and bill travel arrangements with specified agents and ensure all visas appropriately arranged before travel
  • Arrange travel and accommodation for visitors to MPHEG
  • Represent MPHEG on intranet and fire & safety at sub-committees in Nairobi
  • Maintain diary of visitors for head of programme and list of all visitors/external seminar presenters, interns and collaborations to NBI programme for reporting on a two monthly cluster report
  • Organize telecommunications and courier services against appropriate grant billing
  • Provide assistance in preparing budgets for grant applications and organise sub-budgets for existing grant field work and travel.
  • Manage collective office running budgets
  • Maintain Endnote scientific reference systems, regular searches of electronic journal sources and library searches including cleaning and maintenance of Adobe PDF archives
  • General office duties including filing, sorting outgoing and incoming post, correspondence, photocopying, binding, scanning Stationery and equipment procurement and oversight of general office running including computer, seating, telephone connections and maintaining assets register for MPHEG.
Skills and Competence:

  • KCSE (Grade C plain and above)
  • Full secretarial studies (Up to stage III) OR Diploma in Business in studies by a recognized examining body such as KNEC/ABE/ICM
  • Higher National Diploma in Secretarial Management OR Advanced Diploma in Business Management by a recognized examining body such as KNEC/ABE/ICM
Experience and Competence:
  • Minimum of three years experience in a similar position working for an international NGO or commercial organization.
  • Strong office management skills;
  • Excellent computing skills, including MS-Office suite (Excel, Project Manager, Power Point and Word) email and internet use;
  • Good organizational and inter personal skills;
  • Good communication skills;
  • Ability to work under pressure;
  • Have an amiable personality, presentable, articulate, decisive and with good public relations and personal initiative;
  • Ability to work independently with minimal supervision
Desirable skills:
  • Skills in Office Management, International travel arrangements, Endnote, Adobe Acrobat and archiving
Application Procedure:

Click here to apply online

Candidates must supply an email and telephone contact that will be used when offering interviews. 

The application closing date is 07th February 2012. 

Only shortlisted candidates will be contacted.

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