The Women’s Health Project Administrative Assistant Jobs in Kenya

The Women’s Health Project Administrative Assistant Jobs in Kenya

The Women’s Health Project, established in 1993, is a collaborative effort of the University of Nairobi (UoN), the University of Washington (UW), the Kenya Medical Research Institute (KEMRI), Mombasa County and the Fred Hutchinson Cancer Research Center (FHCRC), and the US President’s Emergency Program for AIDS Relief (PEPFAR).

Objectives

To provide high quality care to at-risk and HIV-positive women participating in the high-risk women’s cohort (Mombasa Cohort).

To conduct innovative prevention and treatment research that will contribute substantially to local as well as global knowledge and implementation of effective interventions.

To conduct clinical trials according to ICH-GCP and deliver quality services, products and devices.

Key Responsibilities

To effectively plan, organize, and administer the activities of the projects.

Maintain an inventory register ensuring all assets and supplies are recorded per project

Examine payment vouchers and travel orders for conformity with policies and regulations.

Review invoices from vendors against purchase orders, delivery notes and cross check with receiving staff to ensure contract requirements have been met before forwarding invoices to accounts for payments.

Review master register against participant’s reimbursement forms submitted for reimbursements to ensure payments are posted against appropriate codes.

Review petty cash transactions before payments.

Making orders for clinical, laboratory and logistical study supplies and equipment using the
appropriate methods

Maintain administrative records and ensure integrity of data and information.

Keeping and tracking staff leave schedule
Booking for facilities to be used for training, meetings and writing minutes during meetings

Keep accurate records of financial transactions for money advanced for project use and submit expenditure documents for accounting purposes.

Ensuring availability of adequate supplies in the field sites

Maintain inventory of supplies and equipment as appropriate

Organize transport and logistics operations including booking travel

and processing allowances for project staff as appropriate

Support research studies’ administrative requirements including printing study materials and day-to-day study operations.

Undertake other duties as may be assigned by the immediate supervisor

Qualifications

Essential:

A Diploma in Business Administration or Business Management.

Additional Diploma or Certificate in IT is an added advantage

Computer literacy with proficiency in Microsoft applications

At least 2 years’ experience in providing support to top executives and senior management teams in a busy multi-cultural environment

Experience working in Health research set up is an added advantage

Fluency in spoken and written English and Swahili.

Ability to write brief reports and keep records.

Competencies

Demonstrate high levels of integrity and confidentiality

Effective time management skills

Ability to maintain confidentiality and ensure discretion

Excellent interpersonal, verbal and written communication skills

Strong organizational, planning and administrative skills.

Good attention to detail and ability to take and follow instructions and to work with minimal supervision

Flexibility and willingness to help and take on additional roles.

Teamwork and ability to work in diverse teams.

How to Apply

Applicants who meet the specified requirements should send the following documents to infouwkmsa@gmail.com

Application letter.

Detailed CVs with 3 referees.

Copies of academic and professional certificates.

Pay slip and/or current remuneration if applicable.

Certificate of good conduct

Subject should read “Administrative Assistant”

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