Kemri-Wellcome Executive Administrative Assistant Jobs in Kilifi - Kenya

Kemri-Wellcome Executive Administrative Assistant Jobs in Kilifi - Kenya


Reference Number:

  • EAA180918

    Employment Type:

  • Full time

    Category:

  • Management and Administration

    Job Grade:

  • 5.01

    Country:

  • Kenya

    Location:

  • Kilifi

    Job Purpose:

    Efficient and effective provision of administrative activities to facilitate smooth running in the DPHR and CLG departments’ operations and activities.

    Description:

  • Head Community Engagement
    HSRE Kilifi Management Group Chair

    Budget and Resource Responsibility:

  • Maintaining overall record of status and allocation of common items of equipment used within cluster, including computers, cameras and digital voice recorders.

    Job Dimensions:

  • This post includes key administrative and secretarial responsibilities in two departments in the Programme, HSRE and CLG.
  • This includes operational management responsibilities for routine running of these departments, with a particular focus on managing data and records directly and through supervising the activities of data entry clerks (two).

    Key Responsibilities:

  • Put in place and maintain effective administrative systems such as records and database management and filing systems and ensure that these are safe, accessible, and regularly maintained.
  • Direct line management for Data Entry Clerks (two) to ensure accurate and efficient data entry, transcription and translation processes for quantitative and qualitative data and other records generated within the departments, including liaison with external agencies where these are used to support data transcription. Maintain a logical archive of data generated for each department.
    Provide secretarial support to the PIs, Head of Community Engagement and other senior staff in the office as required.
  • Manage procurement and supplies and maintain an inventory of equipment: Ordering, procurement and documentation of equipment and supplies within HSRE & CLG Kilifi, and maintaining an overall record of status and allocation of common items of equipment used, including computers, cameras and digital voice recorders.
  • Assist with organising inter and intra departmental meetings, take minutes, distribute and collate meeting agendas and follow up with relevant staff on agreed action points.
  • Assist with organising seminars, workshops and training events including booking venues, sending our invites etc. and liaise with other relevant Programme staff and teams as necessary.
  • Receive and attend to visitors, respond to general enquiries and guide visitors to the correct offices / staff as required.
  • Receive and
    direct calls, take clear messages and handle telephone enquirie.

    Qualifications:

  • A Bachelor’s degree in Secretarial Studies, Business Administration. Office Management or equivalent.
  • At least 8 years’ experience in providing support to top executives and senior management teams
    Considerable knowledge of office procedures and secretarial practices including organization, planning, records management and general administrative skills
  • Computer literacy with proficiency in Microsoft applications

    Competencies:

  • Excellent planning, co-ordinating and organisation skills
  • Proactive with a well-developed capacity for follow through
  • Attentive to detail with initiative and flexibility
  • Problem solving and decision-making skills
    Excellent interpersonal and communication skills
  • Team worker, able to work in a multi-cultural environment, punctual and high integrity

    Physical Environment/conditions:

  • Office based, regular office hours

    How to apply

    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 2nd October, 2018.
  • 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).

  • For more information and job application details, see; Kemri-Wellcome Executive Administrative Assistant Jobs in Kilifi - Kenya

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