Administrative Assistant at Management Sciences for Health in Nairobi

Job Title: Administrative Assistant, Nairobi

Overall Responsibilities
The Administrative Assistant will work under the Principle Technical Advisor –Training and will provide administrative and coordination support for LMS/Kenya program trainings, workshops and meetings. S/he will also provide administrative support to project staff and local and international consultants who are leading such activities. The key result areas will include providing logistics preparations for training; booking venues , contacting participants, disbursing invitation letters; preparing materials and onsite coordination for workshops; arranging and setting up for meetings and conference calls; preparing minutes during meetings; and responding to field inquiries.
Specific Responsibilities;
Work with Logistics and Travel Coordinator in ensuring accurate booking and hotel billing based on actual number of participants
Help in preparation of materials for trainings, workshops and meetings.
Coordinate and prepare mailings, including production, photocopying, assembling, posting and courier/shipping.
Participate in trainings, workshops and meetings to ensure smooth logistics on the ground and payment of participants.
Ensure proper completion of each workshop participant attendance register, compilation of workshop supporting documentation and data entry into M&E systems for the project.
Safeguard MSH equipment used in workshops e.g., computers, LCDs
Maintain a calendar of all workshops that relate to work with client organizations
Support any special projects, reports, and other duties as required
Qualifications
The ideal candidate should have an advanced Diploma or Bachelor's degree in administration, social science or a related field. At least two (2) years of relevant working administrative experience in supporting teams of professionals. Knowledge of USAID rules will be an added advantage.
S/he should have strong administrative and organizational skills, excellent interpersonal and communication skills and should have demonstrated ability to interact professionally with culturally diverse staff, clients, and consultants. S/he should be able to work independently, have initiative, be able to use sound judgment and work well under tight deadlines.
In addition, the candidate should have excellent computer skills which includes knowledge of word processing, database, spreadsheet, and presentation programs (Microsoft applications preferred); and should be able to learn new software packages. S/he should have the ability and willingness to travel within Kenya regularly.
Background Information
The Leadership, Management and Sustainability (LMS/Kenya) Program is working in Kenya to strengthen leadership and management in the Kenyan health sector
Notes
Management Sciences for Health is an equal opportunity employer offering employment without regard to race, color, religion, sex, sexual orientation, age, and national origin, and citizenship, physical or mental handicap
How to Apply:
https://jobs-msh.icims.com/jobs/6779/job
Deadline: 16/08/2013.