Administrative Assistant, Engineering at Aga Khan University Hospital

Responsibilities:

• Assist in all administrative tasks related to Facility Management
• Maintain a high standard of performance management to uphold departmental image e.g. personal files as per SQE
• Liaise with external suppliers on services to be provided.
• Prepare, schedule, and monitor all appointments with external and internal clients and suppliers. 
• Perform standard secretarial tasks, e.g., filing, photocopying, minute recording, note-taking, intra-departmental communication and handling routine correspondences.
• Assist in organization and monitoring of all records and reports related to the Engineering Department e.g., MRV records, Help Desk, NSPR summaries, etc. 
• Prepare weekly and monthly reports on departmental summaries and utilities.
• Prepare high quality presentations pertaining to the department to be presented in different forums
• Prepare with the Director Annual Reports, Reviews and Plans for the following year.
• Perform an organizational and support role during seminars, presentations, and other public functions.
• Maintain the department’s calendar and schedule all appointments
• Assist in promoting departmental Image, Vision and Mission within the organization
• Maintain Systems for ISO and JCIA Accreditation for FMS Division
• Attend and participate in Departmental Meetings; prepare and distribute minutes of the meetings and follow up on action items.
• In collaboration with HR Department, ensures that new staff have successfully completed orientation program.

Requirements:

• K.C.S.E completed with a mean grade of C and above
• Diploma in Secretarial studies or any other relevant qualification
• 2 years working experience
• Good communication skills, both written and oral
• Proficient in MS Office applications.
• Good customer service and Problem solving skills
• Attention to detail and highly organized.