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  • Posted: Dec 14, 2016
    Deadline: Dec 16, 2016
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    APHRC is a leading pan-African research institution headquartered in Nairobi, Kenya, that conducts high quality policy-relevant research on population, health, education, urbanization and related development issues across Africa. APHRC actively engages policymakers and other key stakeholders to achieve measurable policy impacts and ensure decision making acr...
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    Program Administrative Assistant

    Key Responsibilities
    • Manage the Division Leader’s office and respond to queries in his/her absence;
    • Schedule appointments for the Division Leader and other members of the team as necessary;
    • Review emails, respond to routine enquiries and draft responses for the Division Leader;
    • Manage meetings of the Division, including preparing documentation and taking minutes as necessary;
    • Identify action points during meetings and follow up with the concerned parties to ensure that action is taken;
    • Coordinate reviews of applications to the institutional ethics review board and monitor compliance with conditions of approvals granted by National ethics review boards;
    • Maintain an effective record and filing system for contacts, project activities, correspondences, and documents for quick and easy reference;
    • Develop schedules and analysis to help review products from various units within the division;
    • Ensure confidentiality of information in Division Leader’s office;
    • 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 within the Division;
    • 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;
    • Assist with financial management in the Division, including assisting with monitoring of the Division budget expenditure;
    • Maintain grant reporting requirements and schedules in the Project Management System (PMS) and follow-up on project reports to ensure submission by due dates;
    • Help in monitoring project implementation including review of burn rates on the online management accounting system and seeking from the division teams the rationale for projects that are delayed;
    • Maintain an effective record and filing system for contacts, donor correspondences and related documents; and
    • Support where appropriate in the planning and execution of the identified fundraising campaigns.
    Essential Skills
    • Diploma in business administration;
    • At least 7 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;
    • Ability to communicate in French 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;
    • Initiative and innovation in assessing situations, troubleshooting, conflict resolution, teambuilding; and

    Method of Application

    Interested applicants are encouraged to apply through our recruitment portal.
     
    Applications will be considered until 16th December 2016.
     
    Only short-listed candidates will be contacted.
    Cover letters should be addressed to:-
    The Human Resources Officer African Population and Health Research Center P.O. Box 10787 – 00100 GPO Nairobi
    Interested and qualified? Go to African Population and Health Research Center on hrs.aphrc.org to apply

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