• Program Administrative Assistant at The African Population and Health Research Center (APHRC)

  • Posted on: 14 December, 2016 Deadline: 16 December, 2016
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  • The African Population and Health Research Center (APHRC) is a pan-African, non-profit, regional research institute that conducts high-quality research on population, health, education and urbanization and other development challenges facing sub-Saharan Africa.

    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 career website on hrs.aphrc.org to apply

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