Administrative Associate, Institute of Human Development at Aga Khan University Hospital

Job Summary

• To assist in overall coordination of all the study activities including organizing meeting, preparing training schedules, booking of meeting venue, event management and any other duties assigned to ensure the smooth running of the Programme.

Responsibilities

• Providing high-level administrative support and assistance to the Project Director;
• Planning and implementation of project activities;
• Managing project calendar effectively to make sure everything functions smoothly;
• Scheduling meetings and appointments as necessary;
• Attending required meetings, take accurate minutes or notes or otherwise transcribe recorded meetings, sending them out within the stipulated timeframe;
• Compiling lists of various project activities categorized by priority;
• Scheduling weekly assigned tasks for different study teams and sending reminders whenever appropriate;
• Managing schedule changes in a timely and effective manner;
• Assist in preparing project reports such as mid-term and annual research project performance reports
• Helping in the preparation of training materials and equipment before trainings, and safeguarding them during trainings and workshops;
• Liaise with other departments e.g., Finance, HR, travel, and procurement to ensure smooth implementation of project activities; and
• Facilitating booking and procurement of travel tickets and accommodation for project staff, consultants, and partners in liaison with the travel and housing department.

 
Requirements

• Either a Bachelor’s degree in the Business Management, Commerce, Project Planning and Management, or related field with at least 2 years’ experience as an Administrative Assistant / Office Manager / Scheduling Coordinator / Project Coordinator, OR Diploma in Business Management, Commerce, Project Planning and Management, or related field with at least 4 years’ experience as an Administrative Assistant / Office Manager / Scheduling Coordinator / Project Coordinator;
• Experience coordinating or 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; and
• Experience working in a multi-cultural setting.