Hybrid Administrative Assistant Job at Global Health Strategies (GHS)

Global Health Strategies, GHS Jobs, Remote Jobs,

• Designation: Administrative Assistant
• Type of employment: Full-time
• Location: Nairobi, Kenya
• No. of years of experience: 2-6 years
• Work model: Hybrid
• Duration of contract: 1 year

About Global Health Strategies

Global Health Strategies (GHS) is an international organization that promotes the development and delivery of health products, technologies, and information. GHS specializes in policy research and analysis, communications, advocacy, resource mobilization, and program implementation. With headquarters in New York City, GHS has offices in New Delhi, Beijing and Rio de Janeiro with a plan to set up offices in the African continent.

Staffed with a blend of senior global health experts and passionate young professionals from the fields of public health, communications and advocacy, GHS is a proven leader in the international health landscape. GHS’s portfolio of clients is comprised of many of the world’s foremost health organizations from the public, private, and not-for-profit sectors. GHS’s clients include amfAR: The Foundation for AIDS Research, the International Partnership for Microbicides, the Bill & Melinda Gates Foundation, Michael and Susan Dell Foundation and Women Deliver.

The Role

This position seeks a motivated professional administrative assistant. Administrative assistants are the backbone of office operations. They ensure processes run efficiently, support teams and leadership, and help maintain a productive and organized work environment.

Responsibilities within this role include: The administrative assistant is expected to carry out the following tasks:

Admin support to leadership and project teams

1. Manage calendars and schedule meetings
2. Coordinate stakeholders on meeting request or appointments on behalf of the team
3. Travel booking and logistics (flights, cars, hotels, visa application) for the project teams
4. Assisting with budgets and projections for project-related events
5. Providing support in creating and drafting letters; desk research
6. Organizing and facilitating meetings, conferences, and other project-related events
7. Procurement of office supplies as and when required
8. Support hiring by maintaining database and scheduling interviews
9. Regular update of Customer Relationship Management or Contact Relationship

Management (CRM) Database

1. Any other task assigned by supervisor

Finance and Accounting Support

1. Ensure that bank, petty cash systems, and processes are accurately maintained.
2. Assist leadership and finance team with reimbursements, expense claims, petty cash, invoices, and financial transactions in line with financial policies and procedures.
3. Liaise with India Finance team to ensure that all financial spreadsheets, supporting documents and monthly reports are completed and submitted in a timely manner.
4. Prepare reconciliations of Kenya cash and bank accounts
5. Balance all payments received each month and prepare, maintain, and analyse the financial spreadsheets.
6. Assist in maintaining financial controls, setting up systems to effectively manage spend against budget
7. Support development of procurement documentation for project teams

Qualifications

• Fluent in English (written and spoken)
• Two years or more of relevant work experience
• Graduate degree in any field
• Strong organizational skills
• Proven experience in providing excellent administrative support
• Proficiency in Microsoft Office applications, including Outlook, Word, PowerPoint, Excel and Teams, and other relevant applications, such as Calendly and Google Workspace
• Experience with conference, meeting, and event organization and logistical support
• Experience working with senior management teams
• Ability to work remotely
• Excellent written and verbal communication
• Attention to detail
• Strong problem-solving and multitasking skills for a fast-paced environment
• Professionalism and discretion

Application Process: Interested candidates are invited to submit their CV, cover letter, and references to ptalwar@globalhealthstrategies.com.

Only shortlisted candidates will be contacted for the next stage of the hiring process. GHS is an equal opportunity employer and encourages applications from all people of all backgrounds and identities.

Note: This job description is intended to convey information essential to understanding the scope of the position and is not an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with it. Responsibilities may change based on project needs and organizational requirements.