Administrative Assistant, Provost Office COE at Aga Khan University (AKU)

Job Summary

• This position provides dedicated administrative and personal assistant support to the Women's Health Thematic Lead, and administrative support to the projects under her portfolio, starting with the GBS-SITE landscaping study. The role combines project administration, including scheduling and correspondence with collaborators and funders, consultant and payment documentation, and travel logistics, with direct personal assistant duties such as diary management, correspondence handling, and communications support. The appointee will also act as the point person for interactions with AKU Supplies and Procurement, Finance, and other administrative teams within COEWCH on behalf of the Thematic Lead's projects and will represent the Thematic Lead and the Centre professionally in dealings with collaborators, funders, and county stakeholders.
• The position reports to the Centre Manager for administrative supervision and to the Women's Health Thematic Lead for day-to-day direction of work.
• He / She will be the face of the study to the larger health facility and will be required to communicate to health facility team and other stakeholders as appropriate and at all times to display a professional attitude.
• The position is based in Kilifi, Kenya, with travel to Mariakani, Malindi, Rabai and other project sites as required (please confirm base location).

Responsibilities

Project and Grant Administrative Support

• Coordinate scheduling and communication with project collaborators, researchers, and funders on the GBS-SITE study and other projects under the Thematic Lead's portfolio.
• Draft correspondence, including items of a confidential nature, with international collaborators and funder contacts for review, and send approved communications.
• Act as a communication link between the Thematic Lead's projects and other facilities, departments, and administrative teams within COEWCH, to exchange information and coordinate support on key activities.
• Maintain project meeting calendars, arrange meetings and calls across time zones, and circulate materials in advance.
• Take minutes at project meetings and circulate action points.
• Support consultant engagement: draft consultant contracts and agreements for review, track deliverables, and follow up on invoices.
• Process consultant and vendor payment requests: prepare payment documentation, route for approvals, and follow up with finance until payment is confirmed.
• Manage allowance documentation for county team members and other partners engaged in project activities.
• Maintain organized project files, electronic and paper, for grant correspondence, contracts, and financial documentation.

Personal Assistant Support to the Women's Health Thematic Lead

• Manage the Thematic Lead's calendar: schedule and prioritize meetings, resolve clashes, and send reminders.
• Screen, sort and prioritize incoming correspondence (email, mail, calls), flagging urgent items and drafting routine responses for approval.
• Prepare briefing notes and materials ahead of meetings.
• Prepare minutes and follow up on agreed action points afterward.
• Maintain contact lists and follow up on behalf of the Thematic Lead with collaborators, funders, and internal AKU departments.
• Support the Thematic Lead's professional social media presence (for example LinkedIn), drafting and scheduling content for review and approval.
• Undertake other personal assistant duties as reasonably required to support the Thematic Lead's work.

Travel Coordination

• Arrange local and international travel for the Thematic Lead and project team members: flights, accommodation, visas, and ground transport.
• Prepare travel itineraries and ensure all travel documentation (invitation letters, visa support letters, insurance) is in place ahead of departure.
• Reconcile travel expenses and prepare travel claims and support documentation for finance.
• Maintain travel logs and monthly transport requirement summaries and track travel budgets against project allocations.

Meetings, Workshops and Events

• Organize logistics for meetings, workshops, and training sessions: venue, catering, participant invitations, and materials.
• Support the Thematic Lead and project managers during meetings and events, including note taking and follow up.
• Receive and direct visitors and guests appropriately.

Data Management and General Office Administration

• Develop and maintain an up to date, well-organized filing system for project and administrative records.
• Update contact directories (phone, email, postal, and physical addresses) for collaborators and funders.
• Monitor and advise on office and project supply needs.
• Support other COEWCH administrative tasks as directed by the Centre Manager.
• Handle office petty cash and expenses
• Facilitate project procurement needs by raising required requisition documents including non-stock purchasing requisition (NSPR), and ensuring that the necessary approvals are timely obtained and submitted
• Follow up with all departments approving requisitions made and ensure timely delivery of expected deliveries
• Handle all project dispatch as and when need arises and follow up for confirmation of delivery
• Maintains office petty cash and facilitates any necessary requisitions and documentation according to AKU petty cash policy
• Prepares orders for office supplies in the system as needed, billings for payment of purchases by providing required information to MMD.
• Management of allowance documents for the county team and other partners, processes expense claims in a timely fashion and maintain related records

Requirements

• Minimum: Diploma in Business Administration, Office Administration, Secretarial Studies, Communication, or a related field. OR
• At least 2 years of relevant experience in an administrative, secretarial, or personal assistant role.
• Proficient in computer applications, particularly MS Office (Word, Excel, PowerPoint, Outlook), email and calendar tools, and comfortable learning new digital tools such as video conferencing platforms and cloud document storage.
• Excellent communication skills in English and Kiswahili, spoken and written.
• Background or work experience in a health-related setting (for example a hospital, clinic, or health research institution) is an added advantage, to support quick understanding of the research environment.
• Additional relevant training is an advantage but not required, for example a certificate or diploma in secretarial studies or office administration, a personal or executive assistant course, minute taking training, or a communications course.

Personal Characteristics & Behaviours

• High level of confidentiality and discretion, given regular exposure to sensitive research, financial, and personal information.
• Strong organizational and time management skills, with the ability to manage competing priorities and meet deadlines.
• Demonstrated initiative and the ability to produce high-quality work with minimum supervision.
• Excellent interpersonal skills, with the ability to work well with a wide range of people, including international collaborators and funders.
• Attention to detail, particularly for scheduling, documentation, and financial paperwork.
• Flexibility and willingness to work outside standard hours when required, for example around travel or deadlines.
• Professional manners and presentation, representing the Thematic Lead and the Centre well in all interactions.
• Adaptability, comfortable working across shifting priorities in a research environment.
• Ability to work flexible/long hours when required
• Well groomed, courteous and respectful