Administrative Officer, Office of the President at Aga Khan University

Nairobi, , Kenya -

Full Time

Start Date

Immediate

Expiry Date

07 Sep, 26

Salary

0.0

Posted On

09 Jun, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Coordination, Strategic Planning, Logistics Management, Minute Taking, Stakeholder Relations, Executive Support, Project Management, Financial Management, Risk Management, Interpersonal Skills, Written Communication, Verbal Communication, Analytical Thinking, Problem Solving, Organizational Skills, Confidentiality

Industry

Hospitals and Health Care

Description

Administrative Officer Department Office of the President, East Africa Location Aga Khan University, Nairobi Introduction Founded in 1983 as Pakistan’s first private university and fully chartered in Kenya in 2021, The Aga Khan University (AKU) is a private, autonomous, and self-governing international university, with 13 teaching sites in 6 countries over three continents. An integral part of the Aga Khan Development Network, AKU provides higher education in multiple health science and social science disciplines, carries out research pertinent primarily to low- and middle-income countries. The University is both a model of academic excellence and an agent of social change. As a leading international institution dedicated to excellence and change, AKU operates on the core principles of quality, relevance, impact, and access. Job Purpose/Summary The Administrative Officer will provide professional, strategic and high-level administrative coordination in the Office of the President East Africa (OP EA), which includes Office of the Vice President for Health Services and the AKU Board Secretariat. Reporting to the Director & Deputy Board Secretary, the Administrative Officer will lead the planning, coordinating, and organizing of administrative, operational, and strategic functions of this office. Key Roles and Responsibilities Responsible for developing the schedule for the President’s visits to Nairobi and the region and providing full administrative and logistical support as required. Coordinating and organizing all meetings for the President/VPHS and Director & Deputy Board Secretary, including developing and circulating agenda and taking minutes and ensuring timely transcription and circulation to meeting attendees. Undertaking active follow-up with entity heads and other management team members on all matters pending resolution for leadership’s attention and decision. Assisting the Director in following up with relevant stakeholders to ensure timely and effective preparation of reports and other meeting documents for circulation to leadership, the Council and Board; undertaking first level compilation and consolidation of reports/presentation for the Director’s review; effectively planning and coordinating all logistical requirements for successful leadership, Board and Council meetings. Researching and following up on incoming issues and concerns to be addressed by the President/VPHS/Director, including those of a sensitive or confidential nature, and acting as instructed by the Director; conducting research on issues of strategic interest to OP EA and the University. In collaboration with Office of Events in the President’s Office in Pakistan, leading or actively participating in the planning and coordination of logistics for high level events or special projects taking place in Nairobi and in the region. Assisting the Director in expanding and strengthening the stakeholder relations portfolio. Effective management of the OP EA front office; reviewing correspondence, prioritizing for the Director's attention, and responding to emails/letters as may be required. Managing office expenses and reimbursements as required. Ensuring up to date hard/soft copy filing systems are in order and well maintained; safe and secure storage of confidential information. Managing stocks of office supplies; ensuring that all machinery and audio-visual equipment in OP EA are functional; keeping track of the assets inventory in line with the asset management policy. Overall management and coordination of regional and international travel for the President/VPHS/Director. Relevant Qualifications, Experience, Skills, and Behaviours Bachelor’s Degree (Management, Administration, Communication, or a Social Science). Preference will be given to master’s holders in any of these disciplines. Practical knowledge of Finance, Governance, Project Management, and Risk Management is an added advantage. Computer literacy is mandatory, with experience of applicable software programs – good knowledge of the digital workspace and information and data literacy. 5 years’ experience in an administrative role in a busy executive office, preferably in a multinational organization. Strong interpersonal and public relations skills. Excellent written/verbal communication skills; ability to adapt communication to multiple stakeholders. A team player and ability to relate well with colleagues in multicultural settings. A creative thinker with analytical and problem-solving ability. Superior planning and organizational skills and ability to meet targets within set timelines. Demonstrated initiative and ability to effectively deliver in a high-speed and complex environment. Ability to set priorities and work effectively with little supervision Ability to work flexible/long hours. A positive attitude, resourcefulness, demonstrable integrity, values, and ethics; ability to maintain confidentiality. A knack for inquisition, continuous learning, and a desire to grow.

Responsibilities

Provide high-level administrative and strategic coordination for the Office of the President East Africa, including the Board Secretariat. Lead the planning of executive schedules, meetings, and high-level events while managing office operations and stakeholder relations.