Administrative Secretary, MMD Administration at Aga Khan University Hospital

Job Purpose

• Responsible for running and coordinating the day-to-day administrative duties and support to the Office of the Regional Director, Purchasing and Supply Chain Management Division (PSCMD) and to support the division in administrative tasks by liaising with various departments at AKUH and with external agencies to accomplish departmental goals.

Key responsibilities  

• Organize and coordinate the activities and functions of the Regional Director’s office.
• Organize the Regional Director’s calendar by effectively planning and scheduling tasks and appointments.  Ensure the Director is updated of all relevant issues and meetings by communicating clearly and consistently with the Director.
• Ensure all logistic support for meetings, events/workshops are provided prior to the start of the meetings, i.e., ICT support, meeting documentation, sending invitations to participants, etc.
• Prepare the agenda of meetings and take meeting minutes.  Follow up and closure of agenda action items from meeting discussions.
• Ensure operation of all equipment in the PSCMD boardroom and Regional Director’s Office by completing preventive maintenance requirements, calling for repairs and maintaining equipment inventories.
• Attend to all incoming and outgoing calls to the Regional Director’s office.  Arrange conference calls, courier of mail and receive sort routine mail. 
• Provide front desk customer service to guests and AKU staff and ensure inquiries are addressed expeditiously.
• Telephone calls management - by screening and directing calls and correspondences to the right people/departments.
• Maintain, secure account for office petty cash
• Maintain a filing system of departmental records and retrieve accurate information as and when required.
• Maintain a departmental supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Coordinate ground transportation for the Office Staff and visitors.
• Coordinate and arrange travel. Create travel itineraries which include air tickets, accommodation and ground transportation including airport and hotel transfers.
• Providing periodic departmental performance reports with analysis as and when required.
• Maintain a current contact master list for departmental staff, key internal user departments and suppliers.
• Handle sensitive information in a confidential manner.
• Support the Managers as may be requested
• Complete any other duties assigned by supervisor.

Qualifications, skills and experience required:

• Bachelor’s degree in Business Administration/ International Relations or relevant field
• Diploma in Secretarial Studies / General Secretarial / Office Management will be an added advantage
• KSCE minimum grade of C+
• At least 3 years work experience
• Computer literacy/ advanced Microsoft Office suite competency is mandatory.
• Professional spoken and written business English is mandatory
• Ability to relate well with faculty and hospital staff at all levels
• Organizational and time management skills
• Critical thinker with demonstrable initiative. 
• Ability to set priorities and work effectively with minimum supervision
• Able to work flexible/long hours as may be required
• Confidentiality & Fidelity