Administrative Officer, Hilton, IHD at Aga Khan University Hospital

Job Summary

• The Aga Khan University’s Institute for Human Development (AKU IHD) is dedicated to the pursuit of knowledge with direct relevance for policies, programs, and practices that enhance life experiences at all stages of human development. The Institute has a number of programme and research activities running in different parts of Kenya, including Isiolo County. The Isiolo research station is housed at the Isiolo County Teaching and Refferal Hospital. The station supports several hospital-based and community-based research projects.
• We are seeking a highly motivated and experienced professional to join our team as an Administrative Officer. The role will be responsible for coordinating all administrative functions to ensure the smooth and efficient running of this project. The position will be based in Isiolo County.

Responsibilities
Office Operations and Administration  

•  Oversee daily office operations including cleanliness, utility management, repairs, and general maintenance.
• Ensure timely payment of utilities such as internet, water and electricity bills.
• Maintain orderly filing of administrative documents (both physical and electronic).
• Conduct daily routine checks to ensure that the generator is functional and the fuel tank is always at least at half capacity and above
• Conduct routine checks on site equipment, utilities and infrastructure, and initiate timely maintenance and/or replacement request for faulty or broken-down facilities.
• Manage office fumigation, hygiene services, and ensure amenities (e.g., generator, water tanks) are functional.
• Supervise support staff including security guards and cleaners.
• Implement and monitor basic safety and confidentiality protocols within the office; report any safety concerns.

Procurement, Inventory, and Asset Management   

• Manage office and field supply inventory: request, receive stock, and distribute items in line with procurement SOPs.
• Track and maintain records of project assets such as tablets, equipment, and laptops, ensuring secure storage and regular maintenance.
• Log and track administrative and procurement-related documents such as delivery notes, invoices, and receipts.

Financial Administration    

• Manage petty cash float; track field expenditures and submit reconciliations in line with financial procedures.
• Facilitate payments to study participants, community mobilizers, and vendors; ensure proper documentation and weekly delivery of financial documents from Isiolo to Nairobi.

Transport and Fleet Support    

• Coordinate with drivers, transport teams, the clinical team and the field team to support fieldwork logistics.
• Assist with fleet scheduling, fuel management, routine servicing, maintenance and reporting.
• Maintain data related to transport operations and performance.

Communication and Liaison    

• Serve as the key administrative liaison between the Isiolo field office and Nairobi headquarters.
• Provide regular updates to the Nairobi team on administrative, operational, and logistical matters.
• Schedule weekly project update meetings, documentation and sharing of the minutes from the meeting with the study team

Requirements

• A bachelor’s degree in business management, Commerce, Project Planning and Management, or a related field with at least 2 years’ experience as an Administrative Assistant / Office Manager / Scheduling Coordinator / Project Coordinator. OR
• A Diploma in Business Management, Commerce, Project Planning and Management, or a related field with at least 4 years’ experience as an Administrative Assistant / Office Manager / Scheduling Coordinator / Project Coordinator

Relevant Experience.

• 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
• Experience working in a multi-cultural settling

Personal Characteristics

• Strong interpersonal and communication skills
• Excellent organizational and planning abilities
• Exceptional time management skills with the ability to meet tight deadlines
• Meticulous approach to documentation and attention to detail
• Strong listening skills and creative problem-solving abilities
• Fluency in English and Kiswahili
• Proven ability to work independently with minimal supervision
• Self-starter with the capacity to thrive in a fast-paced environment
• Flexible and adaptable to changing priorities