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.
Roles for the Executive Administrative Assistant Job
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.
Finance
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
Budgeting
Liaise with Finance department and PI’s to prepare budgets for grant proposals
Prepare departments budgets for fieldwork, meetings and travel
Procurement
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
Executive Administrative Assistant Job Qualifications
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
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