Administrative Assistant at KEMRI Wellcome Trust Research Programme (KWTRP)

Key Responsibilities:

• Support activities of the COO’s office by providing administrative support services and technical assistance to ensure timely service delivery.
• Manage COO’s internal meetings calendar
• Support all Operations local and international travel arrangements, including TAR filing, flight booking and other travel administration
• Maintain Departmental Heads’ leave plans
• Support Clinical Services Department with medical electives and medical licences as called for
• Manage Professional Indemnity Insurance for doctors, clinical officers and nurses – ensuring insurance is up-to-date and that incoming staff are added to the cover
• Support Operations Departments’ visitors – ensuring sitting space, proper documentation, appropriate access to internal services and itineraries
• Assist in compiling of operations reports, annual budgets and plans for submission under the supervision of the Operations Manager and Compliance Officer
• Proofread and draft routine correspondence
• Support filing and retrieval of files and documents in order to ensure that they are secure and accessible.
• Maintain an inventory of office equipment in COO’s office and raising requisitions for additional supplies
• Any other duties that may be assigned from time to time

Qualifications:

• A Diploma in Secretarial Studies, Business Administration. Office Management or equivalent
• At least 3 years’ experience in providing support to top executives and senior management teams
• Considerable knowledge of office procedures and secretarial practices including organization, planning, records management and general administrative skills
• Computer literacy with proficiency in Microsoft applications

Competencies:

• Strong planning, organisational 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 prioritise workloads and work within tight deadlines
• Team worker, able to work in a multi-cultural environment.