Administrative Assistant – Women’s Health Thematic Lead Support

About the role

This position provides dedicated administrative and personal assistant support to the Women’s Health Thematic Lead, managing project administration, scheduling, correspondence and travel logistics for the GBS‑SITE study and related projects.

Key responsibilities

• Coordinate scheduling, meetings and communication with collaborators, funders and internal teams across multiple project sites.
• Draft confidential correspondence, manage project calendars, take minutes and circulate action points.
• Support consultant engagement, prepare contracts, track deliverables and process payment documentation.
• Manage the Thematic Lead’s diary, screen and prioritize incoming communications, and prepare briefing materials.
• Arrange local and international travel, prepare itineraries, reconcile expenses and maintain travel logs.
• Organise logistics for workshops, trainings and meetings, including venue, catering and participant invitations.
• Maintain organized electronic and paper filing systems for grants, contracts and financial records.

Required profile

• Diploma in Business Administration, Office Administration, Secretarial Studies, Communication or related field, or at least 2 years of relevant administrative/personal assistant experience.
• Excellent written and spoken English and Kiswahili.
• High level of confidentiality, strong organisational skills and ability to manage competing priorities.

Required skills

• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Experience with email, calendar tools, video‑conferencing platforms and cloud document storage.