The African Population and Health Research Center (APHRC) is a pan-African, non-profit, regional research institute that conducts high-quality research on population, health, education and urbanization and other development challenges facing sub-Saharan Africa. The Center seeks to recruit two Program Administrative Assistants; one will be based in the Operations Division and the other in the Research Division.
Manage the Division Leader’s office and respond to queries in his/her absence;
Schedule appointments for the Division Leader and other members of the team as necessary;
Review emails, respond to routine enquiries and draft responses for the Division Leader;
Manage meetings of the Division, including preparing documentation and taking minutes as necessary;
Identify action points during meetings and follow up with the concerned parties to ensure that action is taken;
Maintain an effective record and filing system for contacts, project activities, correspondences, and documents for quick and easy reference;
Develop schedules and analysis to help review products from various units within the division;
Ensure confidentiality of information in Division Leader’s office;
Provide support in preparation and formatting of reports;
Assist in proposal development process taking responsibility for administrative sections of proposals developed and ensuring all application requirements are met;
Assist in contract preparations within the Division;
Manage conference and workshop logistics by preparing draft budgets, making travel and hotel bookings, sending invitations, preparing workshop materials and arranging for per diems and other reimbursements;
Assist with financial management in the Division, including assisting with monitoring of the Division budget expenditure;
Maintain grant reporting requirements and schedules in the Project Management System (PMS) and follow-up on project reports to ensure submission by due dates;
Help in monitoring project implementation including review of burn rates on the online management accounting system and seeking from the division teams the rationale for projects that are delayed;
Maintain an effective record and filing system for contacts, donor correspondences and related documents; and
Support where appropriate in the planning and execution of the identified fundraising campaigns.
Diploma in business administration;
At least 7 years of relevant post-qualification experience in a busy office environment, preferably in an INGO;
Good planning, financial and organizational skills;
Good computer skills;
Excellent communication skills (both written and verbal);
Excellent interpersonal skills;
Ability to communicate in French and experience working in a multidisciplinary and multicultural environment will be an added advantage.
Detail oriented, discreet, tactful, courteous;
Ability to work independently, set priorities, juggle tasks, meet deadlines;
Initiative and innovation in assessing situations, troubleshooting, conflict resolution, teambuilding; and
Some basic qualification in accountancy is desired for the Operations Division.
Interested candidates should send via email their letter of application and CV, quoting current and expected salary, with contact details of three referees to firstname.lastname@example.org. Please indicate ‘Program Admin Assistant’ including preferred division on the subject line of the email. Application letters should be addressed to:
The Human Resources Officer African Population and Health Research Center APHRC Campus, 2nd Floor, Manga Close, Off Kirawa Road, Kitisuru P.O. Box 10787 – 00100 GPO, Nairobi
Applications will be considered until December 3, 2014. Only short-listed candidates will be contacted.
APHRC is an equal opportunity employer and no payment is required at any stage of the application process.