Reference Number: OM-26-05-2015
Category: Clerical, Office Administration
Grade: 6.01
Location: Nairobi
Country: Kenya
Summary:
JOB PURPOSE: To provide efficient and effective administrative support to facilitate smooth running of the Nairobi Programme Director's office and its related activities. The position is vital for
effective and efficient communications across the Nairobi Programme to ensure coordination between the scientists and operations arms of the Programme.
REPORTS TO:
Director -Nairobi Programme
Head of Operations (Nairobi)
BUDGET AND RESOURCE RESPONSIBILITY:
- Stationery items
- Printers, telephones etc.
- Travel and accommodation booking
- General office items
- Organising international / national seminars, workshops and training events including booking venues, sending out invites etc.
- Managing visitors by ensuring adherence to the relevant protocols including immigration status, medical & travel insurances, security clearance etc.
- Coordinating meetings with our collaborative partners and stakeholders.
- Coordinating Programme’s scientific meetings – Seminars / Journal clubs.
- Managing to major queries via telephone calls, walk in guests and emails and ensure these are dealt with and refer complex or technical queries to the relevant staff.
- Liaising with communications officers to support up to date representation of the Nairobi activities and outputs in the Programme News, Baraza and other external communication channels.
- Providing support in the processing of visa applications with the relevant embassies and work permits with the Immigrations Department.
- Maintaining efficient and effective communication channels between the Nairobi Scientists and Programme management / senior scientists to develop and disseminate the reports and materials.
- Ensure the availability of supplies such as computer accessories & stationery items to ensure continuous availability and minimal disruption to operations.
- Bachelor's degree in Business Administration, Public Administration, Managerial Science or a related field.
- At least eight (8) years of progressively responsible experience in administration or related field within a busy office is required.
- Considerable knowledge of office procedures including organization, planning, records management and general administrative skills.
- Computer literacy with proficiency in Microsoft applications.
- Strong planning, organisational and administrative skills.
- Strong problem-solving skills with keen attention to detail.
- Proactive with a well-developed capacity for follow through.
- Attentive to detail with initiative and flexibility.
- 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 prioritise workloads and work within tight deadlines.
- Team worker, able to work in a multi-cultural environment, punctual and high integrity.
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 9th June, 2015.
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).
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