Administrative Officer, Provost Office CoE at Aga Khan University Hospital

Job Summary

The successful candidate will support all research grants obtained under CoEWCH EA based at the Kenyan Coast, specifically Mombasa, Mariakani, Rabai and Kilifi and any other regions that may be assigned within Kenya.

 Responsibilities

• Identify and facilitate procurement needs by raising Material Stock Issuance (MSI) and Purchase Request (PR) online on PeopleSoft procurement system and ensure the necessary approvals are timely obtained and submitted.
• Develop and maintain an efficient system for receiving, processing filing and retrieving department documents and materials including correspondence, contract management reports, project documents and minutes of meetings.
• Coordinate with the Finance Department to facilitate travel approvals, advances and reimbursements.
• Maintain office petty cash, participants reimbursements where required and facilitate requisition for cash advances and M-pesa portal payments according to AKU cash handling policy.
• Support in dispatch of documents to Nairobi and across study sites offices. Support and facilitate staff exit clearance process.
• Facilitate communication between the research teams and relevant county staff, including organizing meetings, sending email and mail communications on behalf of the research teams when required.
• Manage appointment calendars including scheduling and coordinating meetings and appointments for the project staff as deemed necessary.
• Ensure appropriate minutes are taken for each meeting and filed appropriately when required.

Requirements

• Bachelor’s degree in business administration, Project Management or any other relevant field
• Computer literacy is mandatory with very good skills on all MS Office Applications
• At least 3 years of directly related experience in administrative work.
• Work experience within AKU will be an added advantage
• Previous working experience in Mombasa or Kilifi will be a distinct advantage

Personal Characteristics and Behaviours

• Excellent communication skills in English and Swahili (both oral and written)
• Excellent organizational, time management, and interpersonal skills
• Excellent attention to detail, including accuracy of data
• Ability to produce high quality work with limited supervision
• Ability to maintain strict confidentiality
• Ability to work flexible/long hours when required
• Well groomed, courteous and respectful