Program
Description:
The Research Care and
Training Program (RCTP), is a collaboration between Kenya Medical Research
Institute (KEMRI), University of California, San Francisco (UCSF) and
University of Washington (UW RCTP is seeking motivated individuals to fill the
following vacancy
Job
Title:
Administrative Assistant (1
Position)
Reports
to:
Principal investigator
Location: Kisumu, Lumumba
Health Centre
Vacancy
No.
FN-038-06-2013
Duties
and Responsibilities:
- Responsible for
full calendar management, requiring interaction with both internal and
external executives and assistants to coordinate a variety of
meetings/calls, etc; including keeping the Investigator’s schedule and
organized for each meeting and appropriately prioritizing time
commitments; Have the ability to anticipate needs of (schedule meetings,
create/maintain processes etc)
- Prioritize and
manage multiple tasks simultaneously, and following through on issues in a
timely manner
- Maintain and
monitor personal files (bank accounts, credit cards, taxes, expenses,
insurances, travel accounts, etc), as well as personal mailings
- Heavy travel
coordination and reservations for the Nyanza Research Coordinator
- Coordinating of
travel arrangement, liaise with international assistants for accurate
meeting schedules abroad, timely/accurate preparation of itinerary and
calendar entry
- Reconciliation,
deal-coding and submission of personal and corporate reports monthly,
using online management system
- Responsibility
for contact management, i.e. keeping track of people requiring periodic
interaction, drafting follow-up letters, maintaining lists for key events
and mailings Proactive measures re: meetings and contacts to maintain key
relationships, updating contact databases
- Review and
summarize miscellaneous reports and documents
- Support special
ad hoc and research projects as assigned
- Ensure timely
payment of, review and track bills
- Receive/process
mail, send and respond to emails
- Making
appointments and managing complex executive calendars.
- Scheduling
meetings and conference calls, and assisting with preparing agendas,
presentations, handouts and/or taking minutes as needed.
- Organizing
travel arrangements, preferably experience with complex international
travel.
- Developing and
maintaining strong working relationships with various contacts.
- Drafting and
editing documents, including correspondence, reports, and presentations.
- Providing
additional administrative support as needed.
Qualifications
and experience:
- Bachelor's
degree highly preferred combined with minimum 2 plus years relevant and
proven administrative support job at the Executive level
- Excellent
calendar management skill including the coordination of complex,
multi-county meetings and calls with internal and external parties
- Excellent verbal
and written communication skills
- Strong attention
to detail and organization and follow-up skills Positive attitude,
solution oriented and calm demeanor, reliable and on time
- Great team
player within a collegial environment
- Proficiency in
Microsoft Office
- Ability and
willingness to mix personal and business support
- Ability to work
independently, manage priorities and set deadlines for work
- Highly
professional manner, discreet work style, strong work ethic, and sound
judgment
- Flexibility on
hours when required
Applications should
include the following:
- A cover letter stating
current work (if applicable), current/last salary and date available to
work on the project
- A copy of
current registration with a professional body where applicable
- A current CV
with the names and telephone contacts of at least 3 referees
- At least two
letters of reference preferably from previous employers
- Copies of
academic and professional certificates
- Copy of the
latest pay slip (if applicable)
All applications must
be sent electronically to the email address below followed by hard copies which
should be delivered or posted so as to reach the following address by 19th June
2013: hrrctp@kemri-ucsf.org
Human Resources
Manager KEMRI – RCTP/ FACES Program
P. O Box 614-40100
Kisumu
Please write the
Vacancy Number indicated in the advert.
Opening
Date:
11-06-2013
Closing
Date:
19-06-2013
