Admin Assistant, Centre of Excellence in Women and Child Health (CoEWCH) at Aga Khan University Hospital

Job Summary

This is a junior level, clerical position. The position is required to provide clerical, logistical and administrative support to the Centre of Excellence in Women and Child Health; while supporting the Manager of the Centre of Excellence and all the Project Managers who work under the Centre of Excellence in Women and Child Health, AKU. The position is based in Mombasa.

Responsibilities

Handle Correspondence

• Receiving incoming mail and rerouting to appropriate project staff;
• Dispatch outgoing mail and parcels via courier or otherwise; and
• Maintaining a log of all incoming and outgoing correspondence.

Meetings Support

• Book meeting space (Virtual & physical) for various project teams when needed; and
• Organize for refreshments when needed by project teams.

 Transport Management

• Receiving all ground transport requests and facilitating via transport company;
• Raise respective project transport requisitions as guided by project leads;
• Maintain a log of transport requests; and
• Sending of CoEWCH vehicles mileage reports for fuel replenishment.

 Office Maintenance

• Ensure adequate office supplies;
• Maintaining a stock record of all project supplies;
• Reordering of stocks for the projects; and
• Report any office challenges.

 Asset Management

• Maintaining an asset register for CoEWCH Assets;
• Tracking on the movement of assets and inter project transfers; and
• Issue and receipt of project assets to CoEWCH staff.

 Other Duties

• Maintaining a minimum petty cash float for CoEWCH activities;
• Handling project supplier queries at the local level; and
• Receiving deliveries.

 Requirements

• Diploma in Business Administration/Communication or Supply Chain Management
• At least 3 years of relevant experience in similar work
• Knowledge of the Aga Khan Development Network Systems, Policies and Procedures will be a distinct advantage
• Proficient in computers applications, particularly MS Office Suite
• Any other relevant training in office administration will be a distinct advantage
• Very good written and verbal communication skills
• Ability to relate well with team members

Closing Date: 10/04/2023,