Administrative Assistant, IHD Office at Aga Khan University Hospital

Job Summary

To support the Project Coordinator with administrative tasks and processes, for effective and efficient operations. We are looking for an administrative assistant to provide administrative support to WLA project activities.

Responsibilities

• Provide high-level administrative assistance to the Project Coordinator.
• Raising payment requests with all the required documentation.
• Compiling project 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 with various teams and following up on the execution of action points.
• Flagging action items requiring the immediate attention of the Project Coordinator.
• Facilitate procurement of Project materials, services, and equipment in liaison with admin team including keeping track of all the requisitions made and their status.
• Support with any other duties as assigned by the Project Coordinator.

Requirements

• A bachelor’s degree in business management, commerce, project planning, and management, or a related field with at least 2 years of experience as an Administrative Assistant and/or
• A diploma in business management, commerce, project planning, and management, or a related field with at least 4 years of experience as an Administrative Assistant/ Office Manager/ Scheduling Coordinator/ Project Coordinator.

Relevant Experience.

• Experience in coordinating or supporting research projects.
• 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 inter 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.