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 two Program Administrative Assistants;
one will be based in the Operations Division and the other 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;
- 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;
- 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, team building; and
- Some basic qualification in accountancy is
desired for the Operations Division.
Interested candidates should send via
email their letter of application and CV, quoting current and expected salary,
with contact details of three referees to jobs@aphrc.org.
Please indicate ‘Program Admin
Assistant’ including preferred division on the subject line of the email.
Application letters should be
addressed to:
The Human Resources Officer
African Population and Health Research Center
APHRC Campus, 2nd Floor, Manga Close, Off Kirawa Road, Kitisuru
P.O. Box 10787 – 00100 GPO, Nairobi
Email: jobs@aphrc.org;
Website: www.aphrc.org
Applications will be considered until 3rd December 2014.
Only short-listed candidates will be
contacted.
APHRC is an equal opportunity employer and no payment is required at any stage of the application process.
