Administrative Assistant (Fixed Term Contract), CIME-EA - ( 2600042B )

Administrative Assistant (Fixed Term)

Department

Centre for Innovation in Medical Education

Entity

Aga Khan University

Location

Nairobi, Kenya

Introduction

The Aga Khan University is a pioneering institution of higher education whose mission is to improve the quality of life in the developing world and beyond, through world-class teaching, research and health-care delivery. AKU educates students for local and global leadership from campuses and teaching hospitals in six countries, primarily in Asia and Africa. It generates new knowledge to solve problems that affect millions of people, especially the most vulnerable. The University is a private, not-for-profit institution and an agency of the Aga Khan Development Network. Chartered in June 2021, The Aga Khan University Kenya is located opposite the Aga Khan University Hospital Nairobi. The University Centre is the main campus in Kenya and houses the Graduate School of Media and Communications, Medical College, School of Nursing and Midwifery as well as Research Institutes.

The Aga Khan University’s Centre for Innovation in Medical Education ( CIME) aims to transform education in Nursing, Medicine, Dentistry and Allied Health professions in Pakistan and East Africa through partnerships and through raising expectations of what is possible in education, innovation, and learning through technology. It has the potential to become a regional leader and be on a par with the best simulation centres globally. The Centre intends on transitioning from being an ‘Excellent Centre’ to a ‘Centre of Excellence’ where teaching and learning are directly linked to improved practitioner performance and improved patient outcomes.

Applications are invited from qualified candidates for the position of Administrative Assistant in CIME based in Nairobi, Kenya. The position holder will report to the Administrative Analyst, CIME, Aga Khan University Kenya.

Position Summary

The administrative Assistant will serve as the frontline representative of the Centre, managing reception duties while also contributing to technical and educational and administrative tasks as required in-order to allow the Centre to carry out its mission of facilitating high quality learning through innovation in medical education.

Key Responsibilities

• Greet and assist visitors, students, faculty, and staff in a professional and courteous manner.
• Create psychological safety for learners
• Provide front desk customer service to visitors and users of CIME
• Maintain an organized and welcoming reception area.
• Manage phone calls, emails, and correspondence promptly and efficiently.
• Direct persons to correct destination. Deal with queries from the public and customers in line with the AKU’s communication guidelines.
• Receive and sort mail and deliveries.
• Maintain a filing system of records, equipment and activities, and retrieve information as and when required
• Schedule venues for meetings and workshops. Prepare documents and materials for attendees.
• Coordinate ground transportation for the faculty and staff
• Coordinate and arrange travel for visitors, faculty and staff. Create travel itineraries which include air tickets, accommodation and ground transportation.
• Maintain the bulletin board to ensure update of current information
• Publish relevant articles to social media accounts
• Provide periodic reports as and when required.
• Collaborate with the technical team to ensure equipment functionality and readiness.
• Support the technical team in setting up, breakdown and clearing away spaces and equipment
• Collaborate with educators to prepare materials and resources for simulation sessions.
• Participate in simulation scenarios and assist in coordination of educational programs and workshops
• Complete any other related duties assigned by supervisor.

Relevant Experience and Qualifications

• Diploma or Higher Diploma in Social Sciences or Business Administration or a relevant field.
• A bachelor’s degree in social sciences or a relevant field would be an added advantage.
• KCSE with a minimum grade B or equivalent.
• Minimum of 2 years’ experience in a similar position at an educational or healthcare facility.
• Experience scheduling appointments, events, and calendar management.
• Travel function-related experience.
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel).
• Excellent written and verbal communication skills.
• Excellent time management and prioritization skills.
• Able to deal with conflict and de-escalate situations.
• Attention to detail, focused on providing a high-quality experience to visitors and learners.
• A team player who supports other team members.
• Invested in continuous improvement of self, others and the Centre.
• Excellent self-presentation.
• Ability to multitask.