Executive Administrative Assistant -Executive Assistant Job in Kenya



Reference Number: EXEADMINASST-HSU

Category: Management and Administration

Grade: 6.01

Location: NAIROBI

Country: Kenya


OVERALL JOB PURPOSE:The Post holder will provide effective coordination, project management and administrative support to the Health Services Unit team. The position is also vital for effective liaisons between the Unit with the rest of the internal Programme functions externally with the Programme and partners and stakeholders.


Head of Unit / Principal Investigator


Senior researchers


Junior Office Assistant(s)


The Post-holder will be responsible for assisting Scientists with their budget plans with oversight management from Operations teams (Finance, ICT, HR, FAT etc). They will keep track on the spending by reviewing the management reports prepared by Finance with project spending.


To ensure efficient grant management and external collaboration


The post-holder will work with the head of the Health Services Unit and senior researchers to plan and then manage the team’s operations.


  • Review budgets with finance and ensure correct allocations of project expenditures.
  • Track monthly expenditure by grant code
  • Project forward grant funds remaining by Grant code
  • Work in liaison with finance and grant Investigators on spending plans/financial forecasting


  • Liaise with Finance department and PI’s to prepare budgets for grant proposals
  • Prepare departments budgets for fieldwork, meetings and travel


  • Maintain all procurement needs for PI and related projects
  • Arrange procurement of equipment and other purchases in liaison with procurement department
  • Maintains inventory of all equipment and assets of unit /PI grants. Oversee purchase requisition process for group
  • Prepare Asset disposal schedules as guided by the PIs.

Oversee Sub-Grants / Sub-Contracts

  • Write sub-contract agreements together with the programme operations team
  • Monitor compliance of sub-contracted partners with terms of engagement

General Management/Administrative support

  • Support travel, accommodation booking, seminar & workshop arrangement
  • Taking minutes of meetings


  • Degree in a relevant discipline (e.g Degree in commerce, Business Administration/Management or equivalent.)
  • At least 8 years’ experience where there was responsibility for managing substantial projects to a successful conclusion
  • Accounting qualifications or demonstrable experience in managing accounts and planning and reporting expenditure
  • Experience in working with parties under sub-contract to ensure smooth running of projects and timely delivery of goals measured against milestones
  • Experience in general issues of human resources management
  • A high level of skill in use of basic Microsoft Office packages and excellent written and spoken English


  • Experience in work in the health care / health research field
  • Experience in supervising more junior team members
  • Additional qualifications in project management an advantage
  • Experience in providing written reports to funding organisations


  • Excellent understanding of project management and ability to execute project plans
  • Strong planning and organisation skills with the ability to prioritise workloads and work within tight deadlines
  • Ability to work independently and to multi-task
  • Excellent communication and interpersonal skills (verbal and written)
  • Team worker, able to work in a multi-cultural environment and with multi-disciplinary teams
  • Ability to establish and maintain good working relationships
  • Well-developed troubleshooting capacity and clarity of thought
  • Have high energy, clear goal orientation and strong work ethics

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