Administrative Assistant at KEMRI Wellcome Trust Research Programme (KWTRP)

JOB PURPOSE: 

The Clinical Trial Facility (CTF) hosts several Principal Investigators and their teams, Clinical Study Monitors (CSMs) and a Quality Assurance officer. CTF has a portfolio of approximately 30 clinical trials per annum. This role is responsible for facilitating and overseeing core activities within the department and maintain front office services at the CTF’s main reception.

KEY RESPONSIBILITIES:

• Coordinate logistical planning of seminars, workshops, scientific conferences, or research business meetings for CTF studies.
• Organize meetings and ensure they are effectively scheduled with an agenda and take detailed minutes.
• Support Clinical trials’ administrative requirements including printing study materials and day-to-day study operations.
• Arrange complex and detailed travel plans for the CTF Teams (international and domestic travels) in liaison with traveling agents i.e., visa application, flight and accommodation bookings as well as on the ground logistics in line with KWTRP and project financial capacity
• Support the QA Officer in maintaining CTF files for research support such as personnel files, training records, audits, and other quality assurance activities.
• Manage correspondences within CTF and among study teams and with the wider KWTRP as necessary.
• Maintain data protection policies and security and confidentiality
• Coordinate a safe and orderly working environment in CTF offices in line with the institution’s Health and Safety policies.
• Assist with archiving processes including appropriate and prompt storage and document movement for archiving
• Track trial equipment and operational machinery in the department, monitor utilization of consumables, and requisition for additional supplies.
• Work closely with the CTF teams and project coordinators to initiate the procurement process for activities, services, and supplies.
• Prepare Change of Conditions of Service for CTF staff using the Human Resource Management Information System.
• Assist maintenance of standard filing systems of Trial Master File (TMF)/ Investigator Site File (ISF) and ensure all projects retain up-to-date information and correspondence
• Assists in maintaining and updating Protocol Tracking System (PTS) to track trial progress.
• Initiate and coordinate DocuSign for the CTF teams.
• Management of seating plan in the department
• Management of Seminar room D and clinical trial clinic and office space
• Co-ordination of activities for CTF visitors including auditors, external monitors, SERU and PPB personnel.
• Manage space by reviewing need for transfer or destruction of documents or equipment. 
• Maintain protection and appropriate storage  of physical records; 
• Oversight of controlled access to physical records;
• Perform any other administrative and CTF duties as assigned by the Head of Clinical Trials.

QUALIFICATIONS:

Essential:

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

Desirable:

• At least 2 years’ experience working in health research environment with understanding of research processes/ requirements.
• Experience with logistical planning/coordination of business meetings/forums

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.