Executive Administrative Assistant/ Executive Assistant
JOB PURPOSE:
The position’s key role
is to provide effective and efficient administrative support to the Health
Service Unit. The position is also vital for effective liaison between the
Unit, other programme staff, and external partners and stakeholders
JOB DIMENSIONS: The
primary responsibility of this position is to provide administrative support to
the Health Service Unit.
KEY RESPONSIBILITIES:
- Coordinate activities (e.g. conference calls,
internal and external meetings, travel) by providing administrative, and
logistical support services.
- Carry out clerical duties including preparation of
correspondence, mailing lists and taking minutes, typing and circulating
them to staff and other stakeholders as required.
- Prepare budgets for meetings, fieldwork and travel
for HSU staff and field activities
- Maintain efficient and effective communication
channels between the Head of Unit, HSU staff, and other internal and
external parties
- Maintain the unit heads calendar and schedule of
appointments, screen requests for meetings, and synchronize office and
personal diaries to ensure that appointments do not overlap
- Organize the filing and retrieval of files and
documents in order to ensure that they are secure and accessible.
- Manage HSU head’s professional profile on website
and other academic social media sites
- Work with communications team to update programme,
Oxford and other sites with HSU related content
- Coordinate the preparation of both local and
international itineraries for the HSU /EDD and other external
stakeholders, confirm travel bookings and hotel reservations.
- Maintain inventory of office equipment for the
unit and asset disposal list, monitor utilization of consumables and
requisition for additional supplies with HSU and maintain an overall
record of status and allocation of common items to HSU staff and overall
CIN hospital sites
- Establish/maintain systems and records (i.e. paper
flow, database etc) for project studies and publications for the units
research team.
- Facilitate submission and maintains file of
submitted HSU scientific proposals through KEMRI scientific and ethical
approval process and notify Principal Investigators in advance when
ethical approvals expire
- Maintain list of all HSU visitors / external
seminar presenters, interns and collaborations to programme for reporting
on a bimonthly cluster report
- Maintain updated CIN project contact list and
event summary and procure monthly data bundles & airtime for all CIN
site staff.
- Managing leave schedule for all CIN hospital site
staff.
- And any other duties that may be assigned from
time to time.
QUALIFICATIONS:
- A degree in relevant discipline; Degree in Arts in
Administration, Office Management or equivalent or related field.
- Business/ Office Management, Secretarial Studies
or equivalent.
- At least 8 years’ experience in a similar or
related role providing support to top executives and senior management
teams
- High level of skill in Computer literacy with
proficiency in Microsoft applications-outlook, word, PowerPoint and excel
Desirable Criteria:
The Post holder should
have:
- Experience in arranging individual and group
international travel, Visas and flight bookings
- Considerable knowledge of office procedures and
secretarial practices including organization, planning, records
management, and general administrative skills
- Advanced record keeping skills
COMPETENCIES:
- Strong planning, organizational and administrative
skills
- Strong problem-solving skills with keen attention
to detail
- Strong report writing, proofreading and editing
skills
- High level of confidentiality and discretion
- Tact, poise and excellent communication and
interpersonal skills
- Ability to establish and maintain good working
relationships
- Effective time management skills with the ability
to prioritize workloads and work within tight deadlines
- Team worker, able to work in a multi-cultural
environment, punctual and high integrity
PHYSICAL
ENVIRONMENT/CONDITIONS:
- Office based
- Field work in selected counties
- Willingness to travel throughout the country
- Working hours:
- Requires flexibility in the hours worked, with the
priority being meeting the team’s research goals
How
To Apply
APPLICATION PROCEDURE:
To apply for this post
you must be a registered user. Log into your account then go to Vacancies, view
the post and click on the button: “Apply for this job”.
All applicants are
required to state their current/last salary.
Candidates must supply
an email and telephone contact that will be used when offering interviews. Only
shortlisted candidates will be contacted. Shortlisted candidates shall be
required to produce ORIGINALS of their National Identity Card, academic and
professional certificates, original transcripts and testimonials, detailed
curriculum vitae and valid clearance certificate (certificate of good conduct)
during the interviews.
Interested and
qualified? Go to KEMRI Wellcome Trust
Research Programme (KWTRP) on jobs.kemri-wellcome.org to apply
