ADMINISTRATIVE ASSISTANT

The African Population and Health Research Center (APHRC) is an African-led and Africa-based international research institute committed to conducting high quality and policy-relevant multidisciplinary research. Our researchers address important development issues and challenges facing sub-Saharan Africa in areas such as education, population, health, aging, urbanization and wellbeing. Our goal is to generate evidence for meaningful action, engage with policy makers in the region to disseminate our research findings, influence policy decisions and improve the quality of life in Africa.

The APHRC seeks to recruit a Program Administrative Assistant to work in the West Africa Regional Office (WARO) in Senegal.

Key Responsibilities

• Manage the Unit Leader’s office and respond to queries in his/her absence;
• Schedule appointments for the Unit Leader and other members of the team as necessary;
• Manage meetings of the Unit, including preparing documentation and taking minutes as necessary;
• Identify action points during meetings and follow up with the concerned parties to ensure accomplishment;
• Maintain an effective record and filing system for contracts, project activities, correspondences, and documents for quick and easy reference;
• Provide support in preparation and formatting of contracts and reports;
• Assist in proposal development process taking responsibility for administrative sections of proposals developed and ensuring all application requirements are met;
• 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;
• Manage the office’s petty cash and maintain records of the administrative vehicles; ;
• Maintain grant reporting requirements and schedules in the Project Management System (PMS) and follow-up on project reports to ensure submission by due dates; and
• Help in monitoring project implementation including review of burn rates on the online management accounting system.

Essential Skills

• Diploma in Business Administration or related field
• At least 3 years of relevant post-qualification experience in a busy office environment preferably in an INGO, research organization or large research program
• Good planning, financial and organizational skills
• Good computer skills
• Excellent oral and written communication skills in French
• Good oral and written communication skills in English
• Excellent interpersonal skills and ability to work under pressure
• Experience working in a multidisciplinary and multicultural environment will be an added advantage

 Desirable Skills:

• Detail oriented, discreet, tactful, courteous
• Ability to work independently, set priorities, juggle tasks, meet deadlines; and
• Initiative and innovation in assessing situations, troubleshooting, conflict resolution, and teambuilding

Interested candidates are requested to submit their application in English including: a cover letter, a detailed CV, and the names and contacts (email, telephone) of 3 referees. The complete application should be sent by email no later than Thursday 20 February 2020 at 13:00 to the following address: jobs@aphrc.org. Only complete applications will be considered. Only shortlisted candidates will be contacted.

Cover letters should be addressed to:

The Human Resources Officer

African Population and Health Research Center

BP 45933 VDN NAFA, Dakar Sénégal

For more information about APHRC visit www.aphrc.org

APHRC is an equal opportunity employer and is committed to the protection of children