Job Summary
The
Department of Population Health (DPH) at the Aga Khan University (AKU), Medical
College East Africa, is a multidisciplinary academic and research unit engaged
in teaching, research, policy engagement, and community service across Kenya
and the wider region. In support of this mandate, AKU seeks to appoint an
Administration Manager to provide high-quality administrative, operational, and
compliance leadership to the Department.
The Administration
Manager will
work closely with the Chair of Department and faculty to support the strategic
and operational direction of the Department. The role provides oversight of
administrative systems, planning and budgeting processes, donor-funded research
support, and internal and external stakeholder engagement. The position
supervises administrative staff and ensures that departmental operations are
efficient, compliant, and aligned with AKU policies, procedures, and values.
Responsibilities
Administrative
Leadership & Governance
- Provide administrative leadership and direct
support to the Chair of Department
- Coordinate departmental planning, workplans, and
reporting cycles
Office
& Operations Management
- Oversee day-to-day administrative operations and
office systems.
- Manage workflows, schedules, records, and
administrative staff.
Financial
Management & Budgetary Control
- Coordinate departmental budget preparation and
monitoring.
- Liaise with Finance on expenditure tracking and
reporting.
Human
Resources & Office Coordination
- Liaise with HR and central units on staffing,
onboarding, and performance processes.
- Coordinate procurement of supplies and
equipment.
Facilities
& Logistics Management
- Coordinate office space, infrastructure, IT
support, and event logistics.
Records,
Reporting & Documentation
- Maintain administrative, project, and compliance
records.
- Prepare routine and ad hoc administrative
reports.
Donor-Funded
Projects & Compliance
- Coordinate administrative support for
donor-funded projects.
- Ensure compliance with donor agreements and AKU
regulations.
- Support donor reporting and audits.
Internal
& External Communication
- Coordinate internal communications across
Department and University units.
- Draft and disseminate official communications on
behalf of the Chair.
- Support approved external and digital
communications.
Qualifications
Requirements
- Master’s degree in Business Administration,
Operations or Project Management, Public Health, Social Sciences, or a
closely related field from a recognized university, and/or equivalent
professional experience.
Relevant Experience
- Minimum of 5–8 years of progressively
responsible experience in administration or operations management.
- Prior experience in an academic, research, or
healthcare environment is highly desirable.
- Experience supporting donor-funded or externally
sponsored projects (e.g., grant budgets, reporting, compliance) is
preferred.
Personal Characteristics & Behaviours
- Demonstrated experience in administrative and
operational leadership.
- Strong project management, planning, and
problem-solving skills.
- Proven ability to manage budgets, financial
tracking, and reporting.
- Excellent written and verbal communication
skills.
How to Apply
