Job Description
The Association of Public Health Laboratories (APHL) is seeking applications from energetic, motivated, and innovative candidates for an Associate Administrative Specialist position who will be mainly responsible for supporting the Senior Administrative Specialist in ensuring that all administrative and logistical tasks are handled in a timely manner allowing for smooth implementation of Kenya projects. This position will primarily focus on ensuring that clerical duties are done correctly, support data entry activities, ensure minutes are taken and shared during meetings, help follow up with vendor payments, support in external meeting organization i.e. hotel bookings and participant’s communication among other duties assigned. This position will be based in Nairobi with occasional travel to other parts of the country where APHL is implementing its projects; while traveling within Kenya for work, this individual must follow COVID-19 travel and safety guidelines provided by both Kenya and APHL. This position reports to the APHL Kenya Country Director.
APHL is seeking an Associate Administrative Specialist with a background in Business Administration. The scope of work will primarily focus on supporting the Senior Administrative Specialist in ensuring that all administrative and logistical tasks are handled in a timely manner allowing for smooth implementation of Kenya projects. The individual will have a strong understanding and work experience in administrative duties. The candidate will demonstrate excellent communication and organizational skills.
Duties & Responsibilities
• The employee will provide clerical duties and will maintain the general filing system and office records.
• The employee will assist in completing necessary data entry for various projects as requested by the technical team.
• The employee will coordinate the repair and maintenance of office equipment in consultation with the Senior Administrative Specialist, the Country Director and/or the Deputy Country Director.
• The employee will help in follow up with service providers and vendors of various services that support APHL activities.
• The employee will follow up on payment of monthly utility bills e.g. water and electricity and any other statutory payment when they are due.
• The employee would support general maintenance of the office that APHL utilizes for its work in country.
• The employee with support follow up of procurement requests with the vendors and record the necessary quotations.
• The employee will assist the Senior Administrative Specialist in developing purchase order as will be directed.
• The employee will coordinate shipment and delivery of laboratory equipment and supplies in consultation with the technical team.
• The employee will manage office supplies needs.
• The employee will work collaboratively with other team members to help solve clerical duties.
• Other duties as assigned and requested.
The duties and responsibilities may be assigned as required. APHL reserves the right to amend or change this position description to meet the needs of its programs.
Employment Standards- Education and Experience
Required:
• Graduate or Diploma holder with at least 2 years’ experience in business administration or related course.
• Demonstrated ability to work effectively and collaboratively within a team and across multiple partners.
• Detail-oriented with strong organizational and interpersonal skills.
• Excellent work record that shows self-motivation.
• Skill in use of Microsoft Office software (MS Word, Excel, PowerPoint).
• Ability to travel within Kenya to work for short-term (1-2 week) work assignments that may be outside commuting distance to home.
• Ability to work from home when/if required.
• Fluent in written and spoken English.
Preferred
• Knowledge and experience within public health programs in Kenya.
• Experience working with U.S. Government grants and programs preferred.
Knowledge
Knowledge and experience on Microsoft office suite, including word, power point and Excel.
Ability to multi-task and prioritize conflicting demands.
Experience in administrative support.
Skills
Strong verbal communication skills are required (English).
Strong organizational skills with attention to details.
Quick learning skills.
Time management skills.
Abilities
Ability to maintain an approachable attitude, act consistently and provide realistic advice in the context of resources. Ability to effectively engage and collaborate with the APHL team, vendors, partners and stakeholders with varying priorities. Ability to prioritize the needs and support the planning process. Should be highly organized.
Work Environment
Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee could be exposed to outdoor weather conditions prevalent at the time. The noise level in the work environment may vary from light to moderate depending on the location.
Physical Demands
The physical demands described here are representative of those that must be met by a colleague to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the colleague is required to sit for long periods at a time; type using a computer keyboard; visually read information off of a computer monitor; talk, hear, and orally communicate information over the telephone. Specific vision abilities required by the job include close vision and color vision and the ability to adjust focus.
Criteria for Evaluation
Performance evaluation will be based on the abilities in meeting the criteria outlined herein.
Reports To: APHL Kenya Country Director
Direct Reports: None
Position Description Status
The duties and responsibilities listed in this job description are illustrative ones anticipated for this position. Other duties and responsibilities may be assigned as required. Association of Public Health Laboratories (APHL) reserves the right to amend or change this job description to meet the needs of its programs. This job description and any attachments do not constitute or represent a contract.
Association of Public Health Laboratories is an Equal Opportunity Employer.