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 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.
Qualifications
- 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.
How to Apply
