Careers at Aga Khan University Hospital

Job Purpose

The job holder is responsible for the administration of travel, accommodation, conferences, and protocol & logistics to 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. 

Responsibilities

Administration

• Responsible for processing of 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 Department (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

Immigration

• Handle and process all immigration documents for Senior Leadership, Faculty and staff and their dependants as necessary. Process students and internship passes. This service is extended to Aga Khan University, Aga Khan Hospital Kisumu and Aga Khan Hospital Mombasa.
• Work in close collaboration with Travel & Housing Associate and HOD for processing applications of work permits, special passes, dependants 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.
• Offer any immigration related guidance to staff of AKU and AKUH, N entities.
• Provide continuous immigration updates to all staff

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 traveling
• Extend any accommodation related guidance to Senior Leadership, Faculty and staff.

Management of guest-houses and house-keepers.

• Handling accommodation requests and bookings for the guest houses
• Manage the guesthouse to ensure timely payment for utility bills i.e., water and electricity, TV and Internet.
• Ensuring that guests are well taken of care and extending good hospitality i.e., checking on guests, organizing their meals etc.
• Supervising the maintenance, general cleanliness, and security of the facilities & property.
• Supervising the housekeeping staff attendants.

Medical insurance

• Work closely with HOD for 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.

Manage Multiple Journey Visas (MJVs) for Senior Leadership, Faculty, and all staff /dependents of AKU and AKUHN

• 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 transport department to ensure timely pick up of guest after protocol services

Housing Services

• Assist in sourcing for 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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Responsibilities:

• Record inspection data from each department and analyze for easy interpretation
• Compile departmental HAZAMAT data performance and submit it to the coordinator and HAZMAT committee.
• Perform follow-up inspections to ensure that corrective measures are taken.
• Ensure hazmat and safety equipment & facilities are checked, inspected, tested and recorded appropriately.
• Conduct preliminary investigation on spills
• Identify and ensure compliance with all legal requirements relevant waste management.
• Review of the drills performance and compile reports
• Prepare monthly audit reports analysis and action plans
• Prepare reports on inspection gaps and improvement plans and maintain records of activities, trends and needs.
• Monitor adherence to HAZMAT and safety policy and waste management program
• Monitor compliance with waste and wastewater disposal plans for compliance
• Ensure regular and timely audit and audit action plans are in place.
• Enhancing the culture of safety and awareness within the organization
• Participate in all team efforts as departmental needs arise.

Requirements:

• Degree in Sciences and / or Higher Diploma in related field.
• 1 years’ experience in Hazmat/safety systems implementation.
• Hazwoper training an added advantage is an added advantage
• Excellent organizational skills
• Good communication skills, both written and oral
• Excellent analytical skills
• Knowledge of ISO systems and JCIA is an added advantage
• Must be a good team player.

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Responsibilities:

• Assist in all administrative tasks related to Facility Management
• Maintain a high standard of performance management to uphold departmental image e.g. personal files as per SQE
• Liaise with external suppliers on services to be provided.
• Prepare, schedule, and monitor all appointments with external and internal clients and suppliers. 
• Perform standard secretarial tasks, e.g., filing, photocopying, minute recording, note-taking, intra-departmental communication and handling routine correspondences.
• Assist in organization and monitoring of all records and reports related to the Engineering Department e.g., MRV records, Help Desk, NSPR summaries, etc. 
• Prepare weekly and monthly reports on departmental summaries and utilities.
• Prepare high quality presentations pertaining to the department to be presented in different forums
• Prepare with the Director Annual Reports, Reviews and Plans for the following year.
• Perform an organizational and support role during seminars, presentations, and other public functions.
• Maintain the department’s calendar and schedule all appointments
• Assist in promoting departmental Image, Vision and Mission within the organization
• Maintain Systems for ISO and JCIA Accreditation for FMS Division
• Attend and participate in Departmental Meetings; prepare and distribute minutes of the meetings and follow up on action items.
• In collaboration with HR Department, ensures that new staff have successfully completed orientation program.

Requirements:

• K.C.S.E completed with a mean grade of C and above
• Diploma in Secretarial studies or any other relevant qualification
• 2 years working experience
• Good communication skills, both written and oral
• Proficient in MS Office applications.
• Good customer service and Problem solving skills
• Attention to detail and highly organized.