Program Administrative Assistant at African Population And Health Research Center (APHRC)

The APHRC seeks to recruit a Program Administrative Assistant to provide administrative support to the Health and Wellbeing Program within the Research Division.

Responsibilities

• Manage the Program Leader’s office and respond to queries in his/her absence;
• Schedule appointments for the Program Leader and other members of the team as necessary;
• Manage meetings of the program, 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 contracts and reports;
• Assist in proposal development process taking responsibility for administrative sections of proposals developed and ensuring all application requirements are met;
• 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.

Qualifications and Experience

• 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.
• Proficiency in MS Office suite.
• Good oral and written communication skills in English. Knowledge of French will be a plus.
• Good planning, financial and organizational skills.
• Ability to assess priorities and manage competing demands with minimum supervision.
• Excellent interpersonal skills.
• Experience working in a multidisciplinary and multicultural environment.