KEMRI – Wellcome Trust – Administrative Assistant (Nairobi).

The position’s key role is to provide effective and efficient administrative support to the PI. The position is also vital for effective liaison between the Unit, other Programme staff, and external partners and stakeholders.

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Reference Number: AS-28-10-19
Employment Type: Full time
Category: Clerical, Office Administration
Job Grade: 4.01
Country: Kenya
Location: Nairobi
 
JOB PURPOSE:
 
The position’s key role is to provide effective and efficient administrative support to the PI. The position is also vital for effective liaison between the Unit, other Programme staff, and external partners and stakeholders.
 
Description:
 
REPORTS TO: Principal Investigator
DIRECTLY SUPERVISES: None
INDIRECTLY SUPERVISES: None
BUDGET AND RESOURCE RESPONSIBILITY: None
 
JOB DIMENSIONS: The primary responsibility of this position is to provide secretarial and administrative support to the PI.
 
KEY RESPONSIBILITIES:
  • Provide secretarial and administration support to the PI; including preparation of correspondence.
  • Maintain an effective administrative system such as records and contacts database management and filing and ensure that these are safe, accessible, and regularly maintained;
  • Coordinate activities (e.g. conference calls, internal and external meetings, travel) by providing administrative, and logistical support services.
  • Maintain the unit heads calendar and schedule of appointments, screen requests for meetings, and synchronize office and personal diaries to ensure that appointments do not overlap
  • Searching for published publications through web-tools
  • Run pubmed searches under specified search terms from PI
  • Maintain PI profile on Oxford, MOP, Wellcome – ResearchFish; ORCHID, Google Scholar publication and update web-pages
  • Maintain up-to-date submissions to publications committee, PubMed/PMC numbers and on-line pre-publication submissions to NDM/Oxford
  • Organizing inter and intra departmental meetings, take minutes, distribute and collate meeting agendas and follow up with relevant individuals on agreed action points;
  • Organizing seminars, workshops and training events including booking venues, sending our invites etc. and liaise with other relevant Programme staff and teams as necessary;
  • Prepare fieldwork budgets and reconcile expenditures
  • Inventory management – keep track of all equipment and machine in the department, monitor utilization of consumables and requisition for additional supplies.
  • Liaise with HR on visitors work permits, PI residence permits and visa applications
  • And any other duties that may be assigned from time to time.
QUALIFICATIONS:
  • A Diploma in Business Administration, Office Management, Secretarial Studies or equivalent.
  • At least 8 years’ experience in a similar or related role e.g. PA/Secretary for research or NGO agency
  • High level of skill in Computer literacy withproficiency in Microsoft applications-outlook, word, power point and excel, Adobe Acrobat
Desirable Criteria:
  • The Post holder should have:
  • Experience in arranging individual and group international travel, Visas and flight bookings
  • Considerable knowledge of office procedures and secretarial practices including organization, planning, records management and general administrative skills
  • Advanced record keeping skills
COMPETENCIES:
  • Strong planning, organizational and administrative skills
  • Strong problem-solving skills with keen attention to detail
  • Strong report writing, proofreading and editing skills
  • High level of confidentiality and discretion
  • Tact, poise and excellent communication and interpersonal skills
  • Ability to establish and maintain good working relationships
  • Effective time management skills with the ability to prioritize workloads and work within tight deadlines
  • Team worker, able to work in a multi-cultural environment, punctual and high integrity
PHYSICAL ENVIRONMENT/CONDITIONS:
Office based
Open plan seating arrangement in a quiet office space
 
APPLICATION PROCEDURE:
 
To apply for this post, you must be a registered user. Log into your account then go to Vacancies, view the post and click on the button: “Apply for this job”.
 
All applicants are required to state their current/last salary.
 
Candidates must supply an email and telephone contact that will be used when offering interviews.
 
Only shortlisted candidates will be contacted. Shortlisted candidates shall be required to produce ORIGINALS of their National Identity Card, academic and professional certificates, original transcripts and testimonials, detailed curriculum vitae and valid clearance certificate (certificate of good conduct) during the interviews.
 
The application closing date is 11th November 2019.
 
KEMRI-Wellcome Trust Research Programme (KWTRP) is an equal opportunity employer. Direct or indirect canvassing will lead to automatic disqualification.
 
KWTRP does not charge a fee at any stage of the recruitment process (application, interview, meeting, processing, training or any other fees).
 
Click below to apply
 

 

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