Administration jobs in Kenya. Job Summary

The African Institute for Health and Development (AIHD) is seeking to recruit
a Personal Assistant to support the Head of the Vector Borne and Neglected Tropical Diseases Unit (VBNTDU), under the Accelerating Resilient Innovative and Sustainable Elimination of NTDs II (ARISE II) program. S/he will be based at the Vector Borne and Neglected Tropical Diseases Unit (VBNTDU) in the Ministry of Health (MoH). The officer will provide personalized administrative and secretarial support in a well-organized and timely manner. S/he will work on a one-to-one basis on a variety of tasks related to communication and the activities the Unit’s Head partakes.

Duties and responsibilities

  • Provide comprehensive administrative and organizational support to the Head VBNTDU.
  • Maintain the calendar of events of the Head VBNTDU with timely reminders on pending and upcoming events, including but not limited to scheduling appointments, meetings, and events.
  • Handle incoming and outgoing communication as and when directed by the Head,
  • VBNTDU, including letters, memos, travel clearances and leave forms.
  • Anticipate deadlines and proactively address time sensitive matters.
  • Attend meetings and workshops as and when directed by the Head VBNTDU.
  • Coordinate travel plans and prepare travel itineraries for the Head, ensuring all necessary arrangements are in place.
  • Organize and manage the office space, including filing systems and office supplies.
  • Prepare reports, speeches and presentations as required.
  • Liaise with the M&E Officer for updates on planned activities, meetings, and workshops, ensuring adherence to set Ministry of Health requirements.
  • Act as liaison between the Head and other VBNTDU staff members.
  • Handle information with confidentiality and discretion and distribute it to relevant parties.

Qualifications and Skills

  • A Bachelor’s Degree in a relevant field from a recognized university.
  • Proven experience as a personal or executive assistant.
  • Excellent organizational and multitasking abilities.
  • Strong written and verbal communication skills.
  • Proficiency in office software and technology.
  • Discretion, integrity, and the ability to handle confidential information.
  • Ability to work under pressure.
  • Excellent computer skills (Word, Excel, PowerPoint etc).

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How to Apply:

Interested and qualified candidates are invited to submit their application
letter and detailed C.V. with addresses of three referees via email to info@aihdint.org and a copy to dkinagu@aihdint.org not later than 22nd April, 2024 by 1700hrs. Only shortlisted candidates will be contacted.