Administrative Assistant

Overall Responsibilities:

The Administrative Assistant provides general administrative services to the Leadership, Management and Sustainability Program in Kenya. S/he will provide administrative and clerical support to project staff and local and international consultants. This will include the following: answering phones; filing; preparing materials and onsite coordination for workshops, supporting technical staff in logistical arrangements for LMS/Kenya activities, copying/binding/laminating documents; arranging courier services; typing correspondence; arranging and setting up for meetings and conference calls; drafting meeting minutes; and fielding inquiries. In order to meet the demands of project implementation, s/he will have primary responsibility for responding to all ad-hoc requests for administrative assistance.

Specific Responsibilities:

1. Maintain general office systems including filing; coordinate timesheet submission; send, receive and distribute faxes; and photocopy documents as needed.
2. Assist in the logistics for project and workshop activities, and help set-up events as needed.
3. Help prepare materials for workshops.
4. Coordinate and prepare mailings, including production, photocopying, assembling, posting and courier/shipping.
5. Prepare documents, including word-processing, editing, spreadsheets, and data entry.
6. Maintain a thorough knowledge and understanding of project policies and procedures.
7. Organize mail, supplies, storage, and other office facilities.
8. Support any special projects, reports, and other duties as required.
9. Participate in workshops and meetings to ensure smooth logistics on the ground and payment of participants.

Qualifications:

• Diploma or undergraduate qualification in Business Administration • A minimum of two (2) years of relevant administrative experience in supporting teams of professionals. • Fluency in spoken and written English and Swahili required. • Strong administrative, organizational, and written and verbal communication skills. • Organized and able to work well under pressure. • Ability to carry out independent work, to take initiative, and to use good judgment.
• Strong PC skills to include knowledge of Microsoft Word, Excel, PowerPoint, Outlook, internet research and database use. • Ability to interact with professionals at all levels located in different parts of the world • Knowledge of USAID and other similar organizations a plus.

Management Sciences for Health is an equal opportunity employer offering employment without regard to race, color, religion, sex, sexual orientation, age, national origin, citizenship, physical or mental handicap, or status as a disabled or Vietnam Era veteran of the U.S. Armed Forces.

How to apply:

To apply for this position, please submit a resume to https://jobs-msh.icims.com/jobs/4651/job. For more information about MSH, please visit our web site at www.msh.org. If you cannot apply online or have difficulty doing so, please email an explanation of your problem to iRecruiterproblem@msh.org.