The Women’s Health Project
Job
Vacancy: Administrative
Assistant
Job
Purpose: This role is responsible for facilitating and overseeing
core activities within the Administrative department and maintain front office
services at the Women’s Health Project, Mombasa.
Supervisor: Research
Administrator
Terms
of Employment: Employment is for one (1) year contract with a probation
period for the first three (3) months.
The
Women’s Health Project, Mombasa
The
Women’s Health Project, established in 1993, is a collaborative effort of the
University of Nairobi (UoN), the University of Washington (UW), the Kenya
Medical Research Institute (KEMRI), Mombasa County and the Fred Hutchinson
Cancer Research Center (FHCRC), and the US President’s Emergency Program for
AIDS Relief (PEPFAR).
Objectives
· To
provide high quality care to at-risk and HIV-positive women participating in
the high-risk women’s cohort (Mombasa Cohort).
· To
conduct innovative prevention and treatment research that will contribute
substantially to local as well as global knowledge and implementation of
effective interventions.
· To
conduct clinical trials according to ICH-GCP and deliver quality services,
products and devices.
Key Responsibilities
· To
effectively plan, organize, and administer the activities of the projects.
· Maintain
an inventory register ensuring all assets and supplies are recorded per project
· Examine
payment vouchers and travel orders for conformity with policies and
regulations.
· Review
invoices from vendors against purchase orders, delivery notes and cross check
with receiving staff to ensure contract requirements have been met before
forwarding invoices to accounts for payments.
· Review
master register against participant’s reimbursement forms submitted for
reimbursements to ensure payments are posted against appropriate codes.
· Review
petty cash transactions before payments.
· Making
orders for clinical, laboratory and logistical study supplies and equipment
using the
appropriate methods
· Maintain
administrative records and ensure integrity of data and information.
· Keeping
and tracking staff leave schedule
· Booking
for facilities to be used for training, meetings and writing minutes during
meetings
· Keep
accurate records of financial transactions for money advanced for project use
and submit expenditure documents for accounting purposes.
· Ensuring
availability of adequate supplies in the field sites
· Maintain
inventory of supplies and equipment as appropriate
· Organize
transport and logistics operations including booking travel and processing
allowances for project staff as appropriate
· Support
research studies’ administrative requirements including printing study
materials and day-to-day study operations.
· Undertake
other duties as may be assigned by the immediate supervisor
Qualifications
Essential:
· A
Diploma in Business Administration or Business Management.
· Additional
Diploma or Certificate in IT is an added advantage
· Computer
literacy with proficiency in Microsoft applications
· At
least 2 years’ experience in providing support to top executives and senior
management teams in a busy multi-cultural environment
· Experience
working in Health research set up is an added advantage
· Fluency
in spoken and written English and Swahili.
· Ability
to write brief reports and keep records.
Competencies
· Demonstrate
high levels of integrity and confidentiality
· Effective
time management skills
· Ability
to maintain confidentiality and ensure discretion
· Excellent
interpersonal, verbal and written communication skills
· Strong
organizational, planning and administrative skills.
· Good
attention to detail and ability to take and follow instructions and to work
with minimal supervision
· Flexibility
and willingness to help and take on additional roles.
· Teamwork
and ability to work in diverse teams.
How to
Apply
Applicants
who meet the specified requirements should send the following documents to
infouwkmsa@gmail.com
· Application
letter.
· Detailed
CVs with 3 referees.
· Copies
of academic and professional certificates.
· Pay
slip and/or current remuneration if applicable.
· Certificate
of good conduct
· Subject
should read “Administrative Assistant”
Closing
date is 5th April 2023
Only
shortlisted candidates will be contacted.