Facilities Assistant, UCN-Operations at Aga Khan University

Nairobi, , Kenya -

Full Time

Start Date

Immediate

Expiry Date

12 May, 26

Salary

0.0

Posted On

11 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Administration, Customer Service, Interpersonal Skills, Communication Skills, Telephone Handling, Organizational Skills, MS Office Proficiency, Clerical Support, Logistical Support, Filing Systems, Meeting Coordination, Database Management, Inventory Management, Report Compilation, Service Coordination, Project Support

Industry

Hospitals and Health Care

Description

Facilities Assistant Department Facilities & Operations 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 Reporting to the Team Leader & the Specialist, the Facilities and Operations Administrative Assistant will provide crucial administrative, clerical, and logistical support to the Facilities and Operations department. Key Roles and Responsibilities Serve as the first point of contact for the department, handling phone calls, directing visitors, and managing all internal and external correspondence. Maintain and organize comprehensive electronic and physical filing systems for critical documents such as contracts, service agreements, blueprints, maintenance records, and asset inventory Manage the departmental calendar, schedule and coordinate meetings, prepare meeting materials, and draft minutes for review. Manage the office's main phone line, emails, and incoming/outgoing mail Draft, proofread, and distribute official communications, memos, and reports for the Facilities and Operations department. Create and update databases (e.g., vendor lists, asset registers) Compile routine operational reports for management. Administer the campus work order system, logging incoming service requests, prioritizing urgent tasks, and coordinating with maintenance staff or external contractors for timely resolution. Liaise with and coordinate various service providers and vendors (e.g., cleaning, catering, security, landscaping). Assist with maintaining accurate inventory records of facilities assets, furniture, and equipment, including tagging new items, tracking movement, and arranging for disposal of obsolete items in line with university guidelines. Provide administrative support for facilities-related projects and campus events, which can involve gathering data, preparing documentation, coordinating logistics, and ensuring proper room setups and necessary technical support. Monitor and maintain adequate inventory levels of all office supplies, stationery, and kitchen consumables. Assist in preparing simple expense reports and petty cash reconciliation. Attend and take accurate meeting minutes (if required by the supervisor). Relevant Experience and Qualifications At least a diploma in Office Administration or a related field. Minimum of 3 years’ experience in a similar position Travel function related experience At least 1 year of working experience in a similar role Proficient in MS Office applications Excellent customer service skills Excellent interpersonal/communication skills Excellent telephone handling skills Excellent organizational skills Demonstrated ability to work in a team as well as independently

Responsibilities

The Facilities Assistant will provide administrative, clerical, and logistical support to the Facilities and Operations department, serving as the first point of contact and managing correspondence. Key tasks include maintaining filing systems, scheduling meetings, managing service requests, and coordinating with service providers.