Administrative Officer, IHD Office at Aga Khan University Hospital

Job Summary

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

Responsibilities

• Providing high-level administrative support and assistance to the country Lead and study PI.
• Drafting and editing project-related documents and correspondences, e.g., project forms and emails.
• Managing project calendar effectively to make sure everything functions smoothly.
• Updating and maintaining all project records.
• Scheduling meetings and appointments as necessary.
• Attending required meetings, taking accurate minutes or notes or otherwise, transcribing 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.
• Flagging action items requiring the immediate attention of the study PIs using available tracker.
• Assist with the planning and implementation of all project activities.
• 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 training and safeguarding them during training and workshops.
• Liaise with other departments e.g., Finance, HR, travel, and procurement to ensure smooth implementation of project activities.
• Facilitating booking and procurement of travel tickets and accommodation for Hilton project staff, consultants, and partners in liaison with the travel and housing department.
• Facilitate procurement of services for Hilton Project.

 Requirements

• 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

• A diploma in the 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.

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

• Excellent interpersonal 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