Assistant Study Coordinator - Migori or Kisumu at Kenya Medical Research - KEMRI

Key Responsibilities:

• Work with the programs Finance manager/KEMRI supply chain officers to establish contracts and Pricing and ensuring proper maintenance and serving as primary liaison with utilities and local Government agencies, such as fire, police, health and safety agencies
• Manage relationships with key operations vendors
• Prepare Monthly Procurement plan with Departmental heads
• Review Supplies Requisition
• Facilitate Quotation requests from the approved vendor list
• Coordinate Quotation review and analysis with members of the procurement committee
• Raise Local Purchase orders (LPOs) to vendors
• Follow up to ensure timely delivery of supplies
• Review the accuracy of Delivery Notes and Goods Received Note.
• Review and approve all operational invoices and ensure they are submitted for payment
• Assist in facilitating training & conferences
• Manage the transport schedule for the vehicles
• Oversee Maintenance/Services of all assets including vehicles and Motorcycles
• Manage contracts & agreements between the Program & other service providers
• Assist in booking air travels for the principal investigator and other staff Assets/Inventory Management (Take lead)
• Develop operations systems by determining product handling and storage requirements; develop, implement, enforce, and evaluate policies and procedures; develop processes for receiving product, equipment utilization,
• Inventory management and shipping
• Work closely with inventory managers to perform analysis of inventory and ensure utilization of project inventory effectively, purchasing the right equipment, maintaining solid inventory data, and reduce sub-rental expenses
• Maintain and update the asset register
• Ensure labelling of assets
• Perform quarterly asset verification on the site
• Attend to other duties as required

Vacancy Requirements:

• Degree in Business Administration    Mandatory
• Proficiency in Microsoft PowerPoint, Word, and Excel    Mandatory
• Minimum of 3 years of experience providing high-level administrative support to senior management.    Mandatory
• High-level organizational and time management skills to organize own work, establish priorities, and meet deadlines.    Mandatory
• Previous experience working with remote and multi-cultural teams    Mandatory
• Outstanding attention to detail.    Mandatory
• Excellent communication skills – interpersonal, written, and verbal.    Mandatory
• Fluency in English; other languages are an asset.    Mandatory
• A high level of integrity and understanding of ethical business and governance practices;    Mandatory
• Proficiency in administrative procedures and systems, managing files and records, presentations, and other office procedures.    Mandatory
• Understanding and familiarity with social media and technology.    Mandatory
• Excellent team player with a cooperative work style.    Mandatory
• Ability to work without supervision and be self-motivated    Mandatory