Description of Duties
To provide a variety of secretarial/administrative work for the cluster function: Coordinating, monitoring and administrating the efficient daily running of the health cluster in Nairobi and the field.
Summary of Assigned Duties
Under the direct supervision of the health cluster coordinator, the incumbent will perform the following assigned duties: -
• Provide full secretarial and administrative support to the Programme. Draft, review and revise correspondence, reports and documents for proper format and content in consultation with the supervisor. Independently, compose correspondence of administrative nature. Take notes at meetings
• Request, follow up and monitor Program Budget and Disburses monthly salary payments of the Program staff.
• Ensure that all agreed deliverables including attendance sheets, Reports, are submitted before the payment is processed.
• Closely work with Finance team in timely financial returns.
• Prepare and process travel requests for team members using Global Management System (GSM), arrange for visa issuance, security clearance, flight and hotel bookings; follow up travel related issues for national and international missions;
• Scan, record, refer and follow up correspondence and documents; evaluate the urgency or critical nature and bringing them to the attention of the responsible staff. Inform and remind responsible staff of follow-up date, response or specific actions and provide supporting material as appropriate;
• Using GSM, monitor aspects of the implementation of country activities, funds for project/programme budget levels and financial expenditures, according to the approved country work plan. Initiate and processes different transactions in GSM, including procurement of goods and services. Follow up with concerned parties the receipt of deliverable and finalization of payments;
• Prepare background material for planning, monitoring and evaluation (including mini-review) exercises. Participate in field visits, if required;
• Assist in the organization of meetings held in the country (working groups, seminars/courses, workshops), and make all administrative preparations, organization of practical local arrangements and advanced documents/equipments. Provide administrative and secretarial support and pay per diem to participants as appropriate (if needed);
• Establish and maintain the filing system of technical documents and correspondence. Create background reference material as appropriate. Establish and update a proper computerized information system on Ministry of Health (MOH) and UN counterparts, WHO Collaborating Centres and activities of other international organizations. Access and retrieve relevant databases and updates as required;
• Respond to and act on telephone enquiries in a timely manner. Assess the critical nature of technical issues and direct them to appropriate staff for reply. Coordinate appointments for supervisors;
• Assist in the identification and formulation of programme activities and participate in the preparation of draft proposals;
• Assist in briefing colleagues on general office administrative process. Assist/replace colleagues in the team and perform other related duties as required.
• Request, follow up and monitor Program Budget and Disburses monthly salary payments of the Program staff.
• Ensure that all agreed deliverables including attendance sheets, Reports, are submitted before the payment is processed.
• Closely work with Finance team in timely financial returns.
• Prepare and process travel requests for team members using Global Management System (GSM), arrange for visa issuance, security clearance, flight and hotel bookings; follow up travel related issues for national and international missions;
• Scan, record, refer and follow up correspondence and documents; evaluate the urgency or critical nature and bringing them to the attention of the responsible staff. Inform and remind responsible staff of follow-up date, response or specific actions and provide supporting material as appropriate;
• Using GSM, monitor aspects of the implementation of country activities, funds for project/programme budget levels and financial expenditures, according to the approved country work plan. Initiate and processes different transactions in GSM, including procurement of goods and services. Follow up with concerned parties the receipt of deliverable and finalization of payments;
• Prepare background material for planning, monitoring and evaluation (including mini-review) exercises. Participate in field visits, if required;
• Assist in the organization of meetings held in the country (working groups, seminars/courses, workshops), and make all administrative preparations, organization of practical local arrangements and advanced documents/equipments. Provide administrative and secretarial support and pay per diem to participants as appropriate (if needed);
• Establish and maintain the filing system of technical documents and correspondence. Create background reference material as appropriate. Establish and update a proper computerized information system on Ministry of Health (MOH) and UN counterparts, WHO Collaborating Centres and activities of other international organizations. Access and retrieve relevant databases and updates as required;
• Respond to and act on telephone enquiries in a timely manner. Assess the critical nature of technical issues and direct them to appropriate staff for reply. Coordinate appointments for supervisors;
• Assist in the identification and formulation of programme activities and participate in the preparation of draft proposals;
• Assist in briefing colleagues on general office administrative process. Assist/replace colleagues in the team and perform other related duties as required.
QUALIFICATIONS REQUIRED:
EDUCATION:
Essential: Completion of secondary school education, supplemented by secretarial training.
Essential: Completion of secondary school education, supplemented by secretarial training.
Desirable: University degree in business administration, social sciences or related field is an asset.
SKILLS AND KNOWLEDGE :
• Good knowledge of modern office procedures; excellent knowledge computer skills
• Advanced knowledge of MS , Excel, Power Point required, experience in financial (ERP) software packages is an asset.
• Good filing and organizational skills
• Ability to maintain good working relationships with staff, experts and visitors
• Ability to translate routine correspondence
• Producing and delivering quality results in pressing situations and conflicting priorities
• Advanced knowledge of MS , Excel, Power Point required, experience in financial (ERP) software packages is an asset.
• Good filing and organizational skills
• Ability to maintain good working relationships with staff, experts and visitors
• Ability to translate routine correspondence
• Producing and delivering quality results in pressing situations and conflicting priorities
EXPERIENCE:
Essential: Six (6) years of progressively responsible experience in Financial and administrative work
Essential: Six (6) years of progressively responsible experience in Financial and administrative work
Desirable: WHO and UN experience
LANGUAGES:
Fluent in English and the local language for speaking, reading, writing, drafting and translating.
Fluent in English and the local language for speaking, reading, writing, drafting and translating.
How to apply:
APPLICATIONS SHOULD BE MADE IN WRITING AND SENT TO:
ONLY CANDIDATES UNDER SERIOUS CONSIDERATION WILL BE CONTACTED FOR INTERVIEW
