Fresh Jobs at Aga Khan University Hospital

Job Purpose

• The job holder will be responsible for the administration of travel, accommodation, conferences, and protocol & logistics for all Senior Leadership globally, faculty, staff, students, and incoming guests. S/He will also assist with immigration processes, managing the AKU guest houses, coordinating and facilitating Expatriate’s Medical Cover through identified service providers.

Key Responsibilities

Travel Administration

• Responsible for processing tickets, travel requirements and all travel related documents for Senior leadership, Faculty, staff, and incoming guests.
• Work in close coordination with the vendors and Head of Departments (HOD) to ensure that services are provided promptly to the AKU faculty including emergency and last-minute travel request and that the services provided by vendors are as per the existing agreement.
• Complaints handling: Logging of complaints to be done as and when received using existing internal systems.
• Coordinate airport transfers and ground transportation for staff and guests with dispatch department and other AKU entities
• Extend support to all incoming guests by issuing letters of invitation and any other required documents.
• Get approvals before issuance of any tickets and raise the necessary PRs to the travel agents.  Reconciliation of accounts with Agents.

Immigration

• Work in close collaboration with Immigration specialist and HOD for processing applications of work permits, special passes, dependents and pupil’s passes and any other legal document required and as per the immigration requirements and AKDN protocols to ensure that all expats always have  a legal status.  This service is extended to all agencies under AKDN
• Offer immigration related guidance to staff of AKU and AKUH, N entities and AKDN agencies.

Accommodation/ Conferences

• Manage hotel bookings, conferences and logistics for Aga Khan Senior Leadership, Faculty, visiting guests and all staff. Ensure all requests have an approved accommodation form before initiating any process.
• Handling and organizing group bookings and logistics in liaison with the requesting department, accredited hotels, travel agents.
• Coordinating airport transfers and ground transportation for all staff travel
• Extend any accommodation related guidance to Senior Leadership, Faculty and staff.
• Raise necessary PRs and memo for accommodation.  Reconciliation of accounts.

Guest houses

• Handling accommodation requests and bookings for guest houses
• Assist with management of guesthouse as directed by the AM and HOD.  
• Ensuring that guests are well taken care of and extending good hospitality i.e., checking on guests, organizing their meals etc.

Medical Insurance

• Work closely with HOD for the administration of international medical insurance to expatriate staff
• Assist HOD to process yearly premium fee. Making follow up with finance to ensure that payments are made in good time.

Visas

• Building relationships with Consulates/embassies for their support on visa processing.
• Processing visa letters and documents for staff travelling on official duties/medical purposes or personal visits.
• Submission of visa applications in various embassies and high commissions and fast tracking of the same.
• Offer any visa related guidance to staff.
• Handle and organise travel insurance for Senior Leadership, Faculty, and staff
• Ensure travel insurance covers are issued for staff travelling on official purposes when travelling outside of Kenya

Stock Items

• Ensuring that both the Travel and Housing office and the guest houses have  the required adequate stock items for smooth operation by monitoring consumption and re-order levels.  Supervision on consumption for optimum usage.
• Maintain a schedule of usage and provide monthly report to HOD

Protocol

• Handling meet and assist services for Senior Leadership, Faculty and other incoming guests and staff and ensure that guests are met by the Protocol  Officer
• Coordinating with the transport department to ensure timely pick up of guest after protocol services

Housing Services

• Assist in sourcing housing for new expatriates in collaboration with HOD
• Facilitating city and housing tours for guests and expatriate staff.
• Coordination with the Legal department for execution of leases

 Qualifications and skills required

• Degree and/or Diploma in Tours & Travel or equivalent
• Minimum of 3 years’ working experience in a busy travel agency or airline.
• Proficiency in ticketing booking systems
• Ability to work independently and as part of a team
• Understanding the needs and concerns of internal and external customers
• Self-motivated person with excellent People skills as well as excellent customer care skills
• Ability to meet strict deadlines
• Excellent organizational and administrative skills
• Good problem-solving skills
• Be able to handle pressure and take criticism positively
• Must be of honest and with high Integrity

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Job Summary

To assist in overall coordination of the study activities while working very closely with the office of the Director:

• Study protocol development and submission for ethics and other approvals
• New grant concept development, data analysis, data management, packaging information for dissemination, drafting manuscripts and 
• Editing for publication of research findings.

Responsibilities

Research protocol development

• With guidance from the principal investigator, support in developing research protocols in adherence to the institutional ethics review board. 
• Ensure that study protocol is submitted to the institutional ethics review board.
• Assist in giving feedback to the Ethics Committee and follow up on ethics and other approvals for the protocol to get ready for implementation
• Facilitate handing over to the project implementation team for further execution

Data Management and Data analysis

• Documentation of all field implementation and community engagement process including keeping records and raw data
• Ensuring study data back-up 
• Ensure readiness of data collection tools and devices (translations, consents, recording, storage and safety)
• Facilitate data transcriptions, cleaning, coding.  
• Run basic statistical analysis for quantitative and qualitative data for documentation

Dissemination of research findings

• Assist in packaging information for dissemination whenever this is needed. 
• Draft manuscript(s) and work with the team to finalize for publishing

Requirements

• A master’s degree in social sciences, public health, Global Health, Statistics, or a bachelor’s degree with 3 years’ experience in the areas mentioned or related field with a strong research or statistical background.

Relevant Experience

• Experience coordinating or supporting a research project 
• Strong computer skills and ability to use the necessary databases 
• Demonstrated ability to draft manuscripts for publication. Publication of research work is an added advantage. 
• Able to compile and organize statistical information retrieved and present findings 
• Experience in community mobilization and partner engagement processes
• Experience working in urban informal settlement 
• Demonstrate ability to carry out data analysis and documentation
• Excellent report writing and communication skills 
• Proficiency in MS office and statistical analysis computer packages

Personal Characteristics & Behaviours

• Can work under no or minimal supervision 
• Good interpersonal relationship  
• Fluent in English and Kiswahili
• Keen desire to learn and proactive team member