Administrative Assistant, Population Health at Aga Khan University Hospital

Job Summary

The position holder will provide effective and high quality administrative, organizational and content logistics support to the Department of Population Health team and projects in the Coastal region, operating out of the Mombasa Research Office. This position entails undertaking the Mombasa Department of Population Health administrative duties, and supporting the implementation of field-based projects in liaison with DPH staff on the ground.

Responsibilities

• Provide support for the day to day running of the department.
• Communicate written and verbal matters appropriately
• Schedule Appointments/Meetings/Workshops for Staff and Consultants
• Arranging travel and accommodation for Staff and Consultants
• Process staff requisitions when positions fall vacant and make follow up to ensure timely replacement
• Maintain invoice tracking records from contractors, consultants & vendors’ suppliers, and log of submission to MMD and Finance
• Maintain log of material and sample submittals for DPH projects
• Liaise with Finance to ensure field work payments are made in a timely manner,
• Organize and coordinate compilation, completion and distribution of meeting minutes, project documents, claim forms, etc.
• Report to Engineering Maintenance Department any faults in office and audio-visual equipment as appropriate.
• Occasionally and on need basis provide support in the field during project implementation

Requirements

• At least a Diploma in Business Management/Project Management/Office Administration or in closely related field
• At least 3 years of relevant post-qualification work experience in a busy office environment, preferably in a university, an international health NGO, health research organization or large health research program
• Superior written and verbal communication skills
• Punctual & able to work flexible/long hours if and when required
• Experience in field or community project implementation will be a distinct advantage