Administrative Officer Job at Kenya Medical Research – KEMRI

Key Responsibilities:

• Work closely with the Site Coordinator, Study Coordinator, Administrators, and Management Team to contribute operational information, develop and implement action plans, and ensure policies, procedures, and systems are effectively executed.
• Analyze and improve operational processes, including workflow, staff and space requirements, equipment layout, productivity, quality standards, and customer-service performance; identify trends, resolve problems, and complete audits.
• Maintain a safe and healthy work environment by establishing, enforcing, and complying with institutional standards, procedures, and legal regulations.
• Serve as the primary point of contact for research project client issues related to equipment quality, service delivery, accidents, or on-site incidents, ensuring timely resolution.
• Communicate client and project-related operational issues to the operations team and implement continuous improvements to enhance client experience and address complaints.
• Develop and manage study site operational systems, including product handling, storage requirements, equipment utilization, and processes for receiving and managing supplies and equipment.
• Coordinate procurement activities by following up on supply requisitions with the KEMRI Institutional Procurement Department and assisting in managing relationships with key operational vendors.
• Liaise with the procurement committee and institutional procurement department to coordinate quotation review, analysis, and approval processes.
• Ensure timely delivery of supplies by following up with vendors and reviewing the accuracy of Delivery Notes and Goods Received Notes.
• Oversee inventory and asset management, including inventory analysis, shipping, effective utilization of project inventory, maintaining accurate inventory data, reducing sub-rental expenses, updating the asset register, conducting quarterly asset verification, and ensuring proper asset labeling.

Vacancy Requirements:

• Bachelor of Business Administration or equivalent    Mandatory
• Previous experience working with remote teams (desirable)    Added Advantage
• Proficiency in Microsoft PowerPoint, Word, and Excel is a must    Mandatory
• Excellent communication skills – interpersonal, written and verbal Outstanding attention to detail    Mandatory
• Proficiency in administrative procedures and systems, managing files and records, presentations and other office procedures    Mandatory
• Ability to work without supervision and be self-motivated and an excellent team player with a cooperative work style    Mandatory