Administrative Assistant, IHD at Aga Khan University Hospital

Job Summary

The Administrative Assistant will support the AKILI study at IHD with administrative tasks and processes, for effective and efficient operations. AKILI is a study on genetic characterization of attention deficit hyperactivity disorder (ADHD) in the Kenyan and South African populations.

Responsibilities

• Providing high-level administrative support to the AKILI study team.
• Raising payment requests with all the required documentation and following up with various departments for smooth and efficient issuance of contracts and payments.    
• Compiling the project’s documents such as quarterly work plans and following through to make sure all the support needed is mapped and provided appropriately. 
• Organizing, scheduling, and taking minutes of necessary meetings and following up on the execution of action points. 
• Flagging action items requiring the immediate attention of the AKILI team 
• Liaise with other departments e.g., Finance, HR, travel, and procurement to tracking requests placed on behalf of the team.

Requirements

• A diploma in business management, commerce, project planning, and management, or a related field.

Relevant Experience.

• Experience supporting a research project 
• Experience in drafting and presenting basic project reports 
• Proficient with Microsoft Office and familiarity with online document storage platforms such as OneDrive and Dropbox  
• Experience working in a multicultural setting

Personal Characteristics

• Excellent interpersonal skills and communication skills and a meticulous approach to documentation
• Fluency in English and Kiswahili
• Ability to work with minimal supervision and meet tight deadlines
• Self-starter with the ability to work in a fast-paced environment 
• Flexibility and adaptability 
• Time management skills
• Creative problem solver
• Strong attention to detail/listening skills
• Excellent computer literacy
• Organizational and planning skills
• Must possess a cheerful work attitude and be able to foster a positive team for both internal and external stakeholders for IHD