Join Mission for Essential Drugs and Supplies (MEDS) as an Administrative Assistant
About MEDS
Mission for Essential Drugs and Supplies (MEDS) is a faith-based health solutions provider founded by an ecumenical partnership between the Kenya Conference of Catholic Bishops (KCCB) and the Christian Health Association of Kenya (CHAK). Established in 1986, MEDS is dedicated to providing reliable and affordable Health Products and Technologies, Quality Assurance, and Health Systems Strengthening Services. The organization serves clients across Kenya, Africa, and beyond.
To support its continued growth and service excellence, MEDS is seeking a dynamic and organized Administrative Assistant to join the team.
Position: Administrative Assistant
Reports To: Head of Department
Job Purpose
The Administrative Assistant will be responsible for providing administrative support to the department and the Head of Department by managing and coordinating tasks to ensure efficient service delivery, enhance customer satisfaction, and achieve organizational objectives.
Key Responsibilities
- Manage all departmental records, including minutes and correspondences, ensuring they are up-to-date, accurate, and retrievable following Good Record-Keeping Practices.
- Coordinate departmental meetings by scheduling, taking minutes, compiling reports, and monitoring the completion of agreed actions to ensure efficiency and effectiveness.
- Review QMS-related documents for the department to ensure compliance.
- Conduct monitoring and evaluation activities by preparing weekly and monthly performance reports for all staff to facilitate informed decision-making.
- Act as a communication link between internal and external stakeholders by managing correspondences, including letters, emails, and telephone calls, to ensure efficient service delivery.
- Provide support to the Supply Chain department team to drive the successful execution of various initiatives.
- Manage the diary, schedules, confidential information, appointments, and travel arrangements for the Head of Department to facilitate effective service delivery.
- Organize and prepare conferences and events within or outside MEDS in liaison with other departmental staff for seamless execution.
- Handle requests and queries from external stakeholders to enhance customer satisfaction.
Candidate Profile
- Educational Background: Bachelor’s Degree in Business Administration or related field and Secretarial studies.
- Experience: Minimum of 5 years of relevant experience.
- Technical Competencies: Office Management skills, proficiency in Microsoft Office Suite, scheduling tools, records management, and time management.
- Functional Skills: Strong communication skills, problem-solving ability, discretion and confidentiality, analytical skills, interpersonal skills, keen attention to detail, and high integrity.
