KEMRI Wellcome Trust Research Programme (KWTRP) Administrative Assistant Job

Administrative Assistant Job, Current Administration Jobs In Kenya,

Job Purpose: 

The position’s key role is to provide effective and efficient administrative support to the COO’s Office and across Operations Departments. The position is also vital for effective liaison between the COO’s Office, Operations, other program staff, and external partners and stakeholders

Description: 

Reports to: Operations Department Manager

Direct reports: None

Key Responsibilities

• Support activities of the COO’s office by providing administrative and technical assistance
• Facilitate all Operations of local and international travel arrangements, including TRV filing, flight booking, applying for travel insurance, accommodation reservation, and other travel administration;
• Support Operations departments’ visitors – providing logistical support, ensuring sitting space is booked, proper documentation, and appropriate access to internal services and itineraries.
• Organize the filing and retrieval of files and documents to ensure that they are secure and accessible. (Electronically and Physically)
• Maintain Departmental Heads’ leave plans;
• Assist in compiling operations reports and plans for submission
• Maintain inventory of office equipment in the COO’s office and raise internal and external requisitions for additional supplies, processing expenses as required from time to time
• Support the Clinical Services department with medical electives
• Manage professional indemnity insurance cover for select positions – ensuring insurance is up-to-date and including incoming staff in the cover.
• Coordinate Insurance Claims for incidents / Loss of  Programme Assets
• Organize meetings, including collating, preparing, and circulating papers, agenda, and minutes as appropriate and follow up on action points.
• Respond to general inquiries from a range of stakeholders including, staff, students, and visitors, answering queries by telephone, email, and in person.
• Cover for Operations Departments Manager while away ensuring that essential activities or queries are appropriately handled, or seeking help and escalating matters as required.
• And any other duties that may be assigned from time to time

Financial Responsibility: None

Job Specification

• Diploma in Business Administration, Office Management, or any other relevant field.
• At least 3 years experience in providing support to top executives and senior management teams. 
• Considerable knowledge of office procedures and secretarial practices including organization, planning, records management, and general administrative skills 
• Computer literacy with proficiency in Microsoft applications.

Competencies:

• Demonstrate high levels of integrity and confidentiality.
• Excellent interpersonal, verbal, and written communication skills 
• Good time management skills and ability to produce quality work.
• Strong organizational and planning skills
• Teamwork and ability to work in diverse teams.
• Strong Organizational, planning, and administrative skills. 
• Good attention to detail and ability to work with minimal supervision 
• Ability to balance multiple priorities, demonstrating good organizational skills to meet deadlines.

Physical Environment:

• Office based

How To Apply

Click Here To Apply

The application closing date is 22 November 2023.