Kenya Medical Research Institute (KEMRI) is a State Corporation established through the Science and Technology (Amendment) Act of 1979, which has since been amended to Science, Technology and Innovation Act 2013. The 1979 Act established KEMRI as a National body responsible for carrying out health research in Kenya.
Vacancy: CGHR /181/02/21
Project description: The Kenya Medical Research Institute (KEMRI), Liverpool School of Tropical Medicine (LSTM) and the Centers for Disease Control and Prevention (CDC) will be conducting a large community-based study of Attractive Targeted Sugar Bait (ATSB) aimed at reducing malaria transmission in western Kenya. The 3-year project is part of a larger international ATSB consortium involving three countries in Africa, and international partners in the UK and USA The project has an exciting opportunity for an administrative assistant as follows:
J/G KMR 8
Reports to: Study PI
Minimum Requirements
- Diploma in Business Administration or equivalent qualification from a recognized institution.
- Knowledge of administrative, budgetary, financial, and human resources policies and procedures.
- High level of proficiency in computer applications.
- Key Skills and Competencies
- Strong communication and reporting skills
- Good interpersonal, decision making and analytical skills.
- Team player
- Excellent personnel and financial management skills
- Strong organizational, office and time management skills
- Ability to multi-task and take initiatives with minimal supervision
Major Duties and Responsibilities
- Work with finance on activities related to budgets for new funding, project/project preparation and submissions, progress reports, developing and planning budgets for each project strategic area and assists in forecasting future resource needs.
- Track expenditure and prepare timely reports for submission to Project Manager, PIs, Partners and Donors
- Review financial and administrative vouchers and monitor MPESA payments.
- Recommend approvals of project operating invoices and vouchers for payment.
- Liaise with finance to ensure funds are available before processing LPOs and with relevant departments to ensure Request for Purchases is completed for timely procurement and delivery of project supplies.
- Maintain an inventory register and conduct unannounced inventories inspection to ensure all assets are available and maintained per schedule.
- Manage office transport, track vehicle and motorbike expenses and highlight concerns
- Liaise with Human Resource on hiring and orientation of project staff.
- Manage timesheet tracker per project and maintain leave schedules.
- Coordinate archiving of office records.
- Coordinate project meetings and take minutes.
- Facilitate processing of project staff travel requisitions.
- Coordinate clearance of visitors to the branch and liaise with relevant departments for clearance, work permits, hotel reservations, ground transportation and office space.
- Prepare welcome packets for visiting scientists.
- Generate reports on project expenditure
- Any other related duties as may be assigned from time to time by the immediate supervisor
Terms of Employment: Contract for 1 year, renewable as per KEMRI scheme of service with a probation period in the first 3 months.
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