Program Administrative Assistant at African Population and Health Research Center

The Center seeks to recruit a Program Administrative Assistant to support some of its research units.

Key Responsibilities

• Manage the Unit Leader’s office and respond to queries in his/her absence;
• Schedule appointments for the Unit Leader and other members of the team as necessary;
• Manage meetings of the Unit, including preparing documentation and taking minutes as necessary;
• Identify action points during meetings and follow up with the concerned parties to ensure accomplishment;
• Maintain an effective record and filing system for contracts, project activities, correspondences, and documents for quick and easy reference;
• 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;
• 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;
• Maintain grant reporting requirements and schedules in the Project Management System (PMS) and follow-up on project reports to ensure submission by due dates; and
• Help in monitoring project implementation including review of burn rates on the online management accounting system.

Essential Skills

• Diploma in Business Administration or related field;
• At least 3 years of relevant post-qualification experience in a busy office environment, preferably in an INGO, research organization or large research program;
• Good planning, financial and organizational skills;
• Good computer skills;
• Excellent communication skills (both written and verbal);
• Excellent interpersonal skills; 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; and
• Initiative and innovation in assessing situations, troubleshooting, conflict resolution, and team building