Administrative assistant at Kenyatta National Hospital

Roles and responsibilities

• Assisting the project administrators in processing of staff payroll and their benefits. Following up to ensure statutory deductions are submitted on a timely basis to the relevant bodies and updated as required.
• Preparation of monthly invoices and financial reports of the project expenditures to the donors and Kenyatta National Hospital grants office.
• Facilitating tracking and reconciliation of the project expenditures and submission to the finance department for reimbursement.
• Ensure that project petty cash is available at all times and its management is according to the set guidelines by the Kenyatta National Hospital Finance Department.
• Assisting in staff performance evaluation, promotion and termination activities as required.
• Facilitating the processing and keeping track of all the staff contracts and the project subcontract.
• Maintain personnel files i.e. CVs, appointment letters, contracts, leave records etc.
• Liaise with the Supply Chain and Procurement office for procurement of office, lab and clinic supplies for the project as required.
• Participate in bi-weekly Project meetings to update the team on administration matters as well as listen to any matters arising from the field
• Prepare for submission and maintain records of correspondence with institutional review boards, ethical review committees, donors and collaborators.
• Perform day-to-day management of project team and address any team issues promptly.
• Maintaining an updated asset register for the project.
• Other duties as they may be assigned by the Program Manager/Principal Investigator.

Qualifications, Experience, and Skills Required

• Must have a Diploma in either Project Management, Business management, Business Administration, Economics, or Finance & Accounting, Procurement & supply chain management, human resource management.
• Must be trained in computer skills
• Must have at least 1 year experience in Project Administration.
• Must have at least 1 year experience in Research administration.
• Proficient in MS Office – Word, Excel, Power Point as well as, tracking, document management, and retention tools.
• Excellent interpersonal and communication skills required. Ability to build relationships and rapport with teams, staff, and vendors and navigate challenging or unexpected circumstances with creativity, calm, and positivity.
• Strong analytic, organizational, written, and verbal communication skills
• Ability to communicate effectively with persons on all levels both inside and outside the project on issues that could be complex or sensitive in nature

Method of Application

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