Administrative Officer

The African Population and Health Research Center (APHRC) is a premier research-to-policy institution, generating evidence, strengthening research and related capacity in the African research and development ecosystem, and engaging policy to inform action on health and development. The Center is Africa-based and African-led, with its headquarters in Nairobi, Kenya, and a West Africa Regional Office (WARO) in Dakar, Senegal. APHRC seeks to drive change by developing strong African research leadership and promoting evidence-informed decision-making (EIDM) across sub-Saharan Africa.

The APHRC seeks to recruit an Administrative Officer to manage the reception and provide administrative services to the Center.

Duties/Responsibilities

• Manage the Operations Division’s calendar of events;
• Carryout logistical/administrative duties such as scheduling meetings, booking meeting rooms, zoom meetings, taking meetings during staff meetings and other Unit/Division meetings as may be required;
• Identify action points during meetings and follow up with the concerned parties to ensure implementation;
• Manage the reception desk and interface with visitors to the Center;
• Manage the reception area and ensure the area is kept tidy, attractive, and adequately supplied with the necessary materials/resources;
• Carry out basic accounting duties, including maintenance of office petty cash;
• Manage the switchboard and ensure smooth communication flow between the Center and external parties;
• Process Local Purchase Orders, purchase requisitions, receive invoices and forward them for payment;
• Receive stationery, parcels and letters;
• Maintain an effective record and filing system for correspondences and documents for quick and easy reference;
• Process business cards for staff;
• Reconcile monthly statements for APHRC’s flight bookings;
• Carryout general administrative and logistical duties for the Operations Division by making travel, hotel, and venue bookings for workshops/training and expatriate staff home leave;
• Managing the APHRC info email account;
• Orientation of new staff joining the Operations Division.

Qualifications, Skills and Experience

• Diploma in Business Administration or related field;
• At least 3 years of relevant post-qualification experience in a busy office environment, preferably in an INGO, research organization or large research program;
• Proficiency in MS Office suite;
• Good oral and written communication skills in English. Knowledge of French will be a plus;
• Good planning, financial and organizational skills;
• Ability to assess priorities and manage competing demands with minimum supervision;
• Excellent interpersonal skills;
• Experience working in a multidisciplinary and multicultural environment;

Interested candidates are encouraged to apply through this link by May 28, 2024. Only shortlisted candidates will be contacted; shortlisted candidates will be required to have a Police Clearance Certificate.

Special Notice

APHRC is an equal opportunity employer that is committed to creating a diverse and inclusive workplace. All employment decisions are made on the basis of qualifications and organizational needs. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.