Personal Assistant
Reference Number: PA-01-12
Category: Clerical, Office Administration
Salary: Kshs. 60, 655
Grade: 4.1
Location: Nairobi
Country: Kenya
Summary:
The Malaria Public Health Epidemiology Group (MPHEG) is part of the
KEMRI-Wellcome Trust Research programme based in Nairobi. The head of the
programme, Professor Bob Snow, manages a group of scientists and technical
staff whose work involves national and regional collaborations, field work and
statistical analysis.
A personal assistant is required to support Professor Snow and the group in
Nairobi for the next two years. The position's key role is to provide effective
and efficient administrative and secretarial support to the MPHEG office.
The position is also vital for effective liaisons between the MPHEG office with
the rest of the internal programme functions and externally, with the programme
partners and stakeholders.
Reporting Lines: The post holder reports to the MPHEG Programme Head.
Key Responsibilities:
- Arrange
and facilitate administration of meetings, seminars and workshop
- Co-ordinate
two monthly MPHEG cluster reporting to MOP
- Assist
in budgeting and formatting grant submission
- Maintain
inventories for IT, GIS and offices for MPHEG
- Serve
as MPHEG focal person for Baraza Programme Intranet
- Facilitate
submission and maintain file of submitted MPHEG scientific proposals
though KEMRI scientific and ethical approval process and notify PI’s in
advance when ethical approval expires
- Maintain
KEMRI publication committee submissions of all manuscripts and
documentation
- Maintain
UKPUBMED Central open access submission, tracking and communication of ID
numbers
- Maintain
MS outlook contacts for head of MPHEG and facility for use by wider group
- Arrange,
book and bill travel arrangements with specified agents and ensure all
visas appropriately arranged before travel
- Arrange
travel and accommodation for visitors to MPHEG
- Represent
MPHEG on intranet and fire & safety at sub-committees in Nairobi
- Maintain
diary of visitors for head of programme and list of all visitors/external
seminar presenters, interns and collaborations to NBI programme for reporting
on a two monthly cluster report
- Organize
telecommunications and courier services against appropriate grant billing
- Provide
assistance in preparing budgets for grant applications and organise
sub-budgets for existing grant field work and travel.
- Manage
collective office running budgets
- Maintain
Endnote scientific reference systems, regular searches of electronic
journal sources and library searches including cleaning and maintenance of
Adobe PDF archives
- General
office duties including filing, sorting outgoing and incoming post,
correspondence, photocopying, binding, scanning Stationery and equipment
procurement and oversight of general office running including computer,
seating, telephone connections and maintaining assets register for MPHEG.
Skills
and Competence:
Qualifications:
- KCSE
(Grade C plain and above)
- Full
secretarial studies (Up to stage III) OR Diploma in Business in studies by
a recognized examining body such as KNEC/ABE/ICM
- Higher
National Diploma in Secretarial Management OR Advanced Diploma in Business
Management by a recognized examining body such as KNEC/ABE/ICM
Experience
and Competence:
- Minimum
of three years experience in a similar position working for an
international NGO or commercial organization.
- Strong
office management skills;
- Excellent
computing skills, including MS-Office suite (Excel, Project Manager, Power
Point and Word) email and internet use;
- Good
organizational and inter personal skills;
- Good
communication skills;
- Ability
to work under pressure;
- Have
an amiable personality, presentable, articulate, decisive and with good
public relations and personal initiative;
- Ability
to work independently with minimal supervision
Desirable
skills:
- Skills
in Office Management, International travel arrangements, Endnote, Adobe
Acrobat and archiving
Application
Procedure:
Click
here to apply online
Candidates must supply an email and telephone contact that will be used when
offering interviews.
The application closing date is 07th February 2012.
Only shortlisted candidates will be contacted.
10:14 AM
maboko
