Executive Administrative Assistant Job-Kemri

Reference Number: EAA-SHMG

Category: Clerical, Office Administration

Grade: 5.01

Location: Nairobi

Country:Kenya

Summary:

JOB PURPOSE: The position's key role is to provide effective and efficient administrative and management support to the Principal Investigator (PI). The position is also vital for effective liaisons
between the PI's office with the rest of the internal functions and externally, with the Programme's partners and stakeholders.

REPORTING LINES:

The post holder will report to the Principal Investigator

BUDGET RESPONSIBILITY:

Stationery Items, Printers, Telephones etc.

KEY RESPONSIBILITIES:

• Arrange all travel for the PI from organizing the travel authorization, hotel bookings, flight arrangements, ground transportation and visa requirements, arranging funding for travel and reconciliation of post-travel expenses.
• Arrange travel, accommodation and agendas for visiting scientists to PI/Nairobi programme.
• Search across a wide-selection of e-library sources for reference materials necessary for PI to review and complete work - both weekly and periodically.
• Run pub med searches for specific research topics, download review lists and locate materials.
• Routinely make PDF copies of materials from historical library services and other national malaria control documents.
• Maintain scheduling of meetings, appointments, teleconferences and skype calls; screen requests for meetings.
• Liaise with IT department to ensure all mobile IT equipment is functioning and updated with relevant software.
• Maintain all procurement needs for PI and related projects.
• Maintains inventory of all equipment and assets of PI grants.
• Arranges all electronic and hard copy filing systems; including PDF reference material libraries.
• Review budgets with finance and ensure correct allocations of project Expenditures.
• Organize review dates and formal review documentations for PhD students in Kenya, Brussels and South Africa.
• Ensures all KEMRI SCC, ERC and publications committee documentation prepared, forwarded and followed up.
• Maintains UKPUBMED Central open access submission, tracking and communication of ID numbers.
• Maintain Oxford's SCOPUS publications approvals system.
• Maintain PIS' Wellcome Trust, NDM, KMOP and INFORM web-page details/content.
• Edit and reference documents, reports and papers using word functions as and when required.
• Prepare and re-organize power-point presentations as required by PI.

SKILLS AND COMPETENCE:

Qualifications:

• A Higher Diploma in Business Administration, Office Management, Secretarial Studies or equivalent.
• KCSE (Grade C plain and above).
• Over eight (8) years’ experience in a busy office setup.
• Experience in arranging international travel, visas and flight bookings.
• Considerable knowledge of office procedures and secretarial practices including organization, planning, records management and general administrative skills.
• Computer literacy with proficiency in Microsoft applications - Word, PowerPoint and Excel.

Desirable Criteria:

• Speaks and writes in French.
• Adobe Acrobat and archiving skills.

COMPETENCIES:

• Ability to work independently and arrange own working schedules.
• Capacity to work under pressure and tight deadlines.
• Strong planning, organisational 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.
• Team worker, able to work in a multi-cultural environment, punctual and high integrity.

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 22nd July, 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).

Click Here to Apply