Program Assistants African Population and Health Research Center

The African Population and Health Research Center (APHRC) is an international non-profit, non-governmental organization that carries out policy relevant research on population, health, education and development issues facing sub-Saharan Africa.

The Center seeks to recruit two Program Assistants, one will be based in the Operations Division and the other in the Research Division.

Key Responsibilities

* Manage the Division Leader’s office and respond to queries in his/her absence;
* Schedule appointments for the Division Leader and other members of the team as necessary;
* Review mails, respond to routine enquiries and draft responses for the division;
* Manage meetings of the division, including preparing documentation and taking minutes as necessary;
* Identify action points during meetings and follow up with the concerned parties to ensure that action is taken;
* Maintain an effective record and filing system for contacts, project activities, correspondences, and documents for quick and easy reference;
* Develop schedules and analysis to help review products from various units within the division;
* Ensure confidentiality of information in Division Leader’s office;
* Provide support in formatting of reports;
* Assist in proposal development process taking responsibility for administrative sections of proposals developed within the division and ensuring all application requirements are met;
* Assist in reviewing fee notes and organizing for contract preparations within the Division;
* Manage conference and workshop logistics by preparing draft budgets, making travel and hotel bookings, sending invitations, preparing workshop materials and arranging for per diems;
* Assist with division financial management, including assisting with monitoring of the division budget expenditure;
* Maintain grant reporting schedules of the division in the Project Management System (PMS) and follow-up on project reports to ensure submission by due dates;
* Help in monitoring project implementation including review of burn rates on the online management accounting system and seeking from the division teams the rationale for projects that are delayed;
* Maintain an effective record and filing system for contacts, donor correspondences and related documents; and
* Support where appropriate in the planning and execution of the identified fundraising campaigns.

Essential Skills

* First degree in commerce, business administration or the social sciences;
* 3 years of relevant experience in a busy office, preferably an NGO;
* Good planning, financial and organizational skills;
* Good computer skills;
* Excellent communication skills in English (both written and verbal). Knowledge of French will be an added advantage; and
* Excellent interpersonal skills.

Desirable Skills:

* Time management, with multiple priorities;
* Detail oriented, discreet, tactful, courteous;
* Ability to work independently, set priorities, juggle tasks, meet deadlines;
* Initiative and innovation in assessing situations, troubleshooting, conflict resolution, teambuilding; and
* Some basic qualification in accountancy is desired for the operations division.

Interested candidates are encouraged to apply enclosing a detailed CV, quoting current and expected salary and providing contact details of three referees to the address below by 20th January, 2012.

Only short listed candidates will be contacted.

The position will be for an initial period of 3 years and is renewable based on performance.

Please indicate the position you are applying for including preferred division on the envelop or on the subject line for those applying by email (jobs@aphrc.org).

The Human Resources Officer
African Population and Health Research Center
P.O. Box 10787-00100 GPO, Nairobi
www.aphrc.org