Assistant, Travel and Housing (fixed term for 4 months) at Aga Khan University Hospital

Key Responsibilities

Immigration Support

• Assist in providing AKDN agencies with necessary information and collaborate with HR business partners to verify the authenticity of paperwork and supporting documents for all immigration related requests.
• Prepare and submit immigration applications through the eFNS portal, including work permits, special passes, dependent passes, re- entry passes, alien registration, and student and internship pass ensuring accuracy and efficiency.
• Maintain records of Immigration statuses for all expatriate staff and their dependents
• Liaise with relevant authorities and departments to ensure timely processing of immigration applications.
• Accompany expatriate staff and their dependents for alien registration exercise.
• Provide administrative support in maintaining compliance with immigration regulations and internal policies.
• Assist in facilitating payment of permits and passes and execution of security bonds for AKU/AKUH expatriate staff/dependents.
• Ensure timely circulation of all invoices from the Department of Immigration and Citizen Services to all relevant stakeholders (AKDN agencies) for processing of payments and security bonds.
• Support and assist in travel, accommodation, and protocol as and when required.

Housing Services Assistance

• Support in sourcing and securing housing accommodation for expatriate staff
• Assist in coordinating housing tours and facilitating the relocation process for new staff members.
• Maintain records of lease agreements and ensure timely processing of rental payments, utility, and service charge fees.
• Collaborate with the Legal department to ensure proper execution of lease agreements.

Guest House Management Support

• Assist in managing guest house bookings and ensuring accommodation meets the required standards.
• Coordinate with the housekeeping staff to maintain cleanliness and orderliness of guest house facilities.
• Monitor utility usage and assist in processing payments for services such as water, electricity and other utility services.
• Maintain records of guest house usage and assist in preparing reports as required.

Medical Insurance Administration

• Assist in the administration of medical insurance for expatriate staff
• Coordinate with the Finance department to ensure timely processing of insurance premiums and claims.
• Dispatch and maintain records of insurance coverage and assist staff with related inquiries.

Stock Inventory

• Assist in monitoring and maintaining inventory levels for office supplies and guest house necessities
• Coordinate with PSCMD to ensure timely ordering and delivery of required items.

Qualifications and Skills Requirements

• Diploma in Business Administration, Law, International Relations, Human Resources or equivalent from a recognized University. A degree will be an added advantage.
• 3 years’ experience in administering and supporting immigration processes.
• Indepth knowledge of navigating the EFNS portal with thorough understanding of the immigration laws and regulations
• Previous experience in AKDN entities is an added advantage
• Ability to work independently and as part of a team
• Self-motivated person with excellent People skills as well as excellent customer care skills
• Ability to meet strict deadlines
• Ability to manage outside duties and balance desk requirements
• Commitment to confidentiality
• Proficiency in ticketing booking system
• Ability to work independently and as part of a team
• Be able to handle pressure and take criticism positively
• Good communication, customer care and people skills
• Self-motivated person who is flexible and approachable.