Responsible for providing administrative support to the Provost’s Office, coordinating meetings and appointments, preparing correspondence and reports, maintaining records, handling office communications, supporting events and academic activities, and assisting with daily office operations. Requires a relevant Diploma or Bachelor’s degree in Business Administration, Office Administration, Secretarial Studies, or a related field. The position is based in Kilifi and requires on-site work.
Job Summary
This
position provides dedicated administrative and personal assistant support to
the Women’s Health Thematic Lead, and administrative support to the projects
under her portfolio, starting with the GBS-SITE landscaping study. The role
combines project administration, including scheduling and correspondence with
collaborators and funders, consultant and payment documentation, and travel
logistics, with direct personal assistant duties such as diary management,
correspondence handling, and communications support. The appointee will also
act as the point person for interactions with AKU Supplies and Procurement,
Finance, and other administrative teams within COEWCH on behalf of the Thematic
Lead’s projects and will represent the Thematic Lead and the Centre professionally
in dealings with collaborators, funders, and county stakeholders.
The
position reports to the Centre Manager for administrative supervision and to
the Women’s Health Thematic Lead for day-to-day direction of work.
He / She
will be the face of the study to the larger health facility and will be
required to communicate to health facility team and other stakeholders as
appropriate and at all times to display a professional attitude.
The
position is based in Kilifi, Kenya, with travel to Mariakani, Malindi, Rabai
and other project sites as required (please confirm base location).
Key Responsibilities
Project
and Grant Administrative Support
- Coordinate
scheduling and communication with project collaborators, researchers, and
funders on the GBS-SITE study and other projects under the Thematic Lead’s
portfolio.
- Draft
correspondence, including items of a confidential nature, with
international collaborators and funder contacts for review, and send
approved communications.
- Act
as a communication link between the Thematic Lead’s projects and other
facilities, departments, and administrative teams within COEWCH, to
exchange information and coordinate support on key activities.
- Maintain
project meeting calendars, arrange meetings and calls across time zones,
and circulate materials in advance.
- Take
minutes at project meetings and circulate action points.
- Support
consultant engagement: draft consultant contracts and agreements for
review, track deliverables, and follow up on invoices.
- Process
consultant and vendor payment requests: prepare payment documentation,
route for approvals, and follow up with finance until payment is
confirmed.
- Manage
allowance documentation for county team members and other partners engaged
in project activities.
- Maintain
organized project files, electronic and paper, for grant correspondence,
contracts, and financial documentation.
Personal
Assistant Support to the Women’s Health Thematic Lead
- Manage
the Thematic Lead’s calendar: schedule and prioritize meetings, resolve
clashes, and send reminders.
- Screen,
sort and prioritize incoming correspondence (email, mail, calls), flagging
urgent items and drafting routine responses for approval.
- Prepare
briefing notes and materials ahead of meetings.
- Prepare
minutes and follow up on agreed action points afterward.
- Maintain
contact lists and follow up on behalf of the Thematic Lead with
collaborators, funders, and internal AKU departments.
- Support
the Thematic Lead’s professional social media presence (for example
LinkedIn), drafting and scheduling content for review and approval.
- Undertake
other personal assistant duties as reasonably required to support the
Thematic Lead’s work.
Travel
Coordination
- Arrange
local and international travel for the Thematic Lead and project team
members: flights, accommodation, visas, and ground transport.
- Prepare
travel itineraries and ensure all travel documentation (invitation
letters, visa support letters, insurance) is in place ahead of departure.
- Reconcile
travel expenses and prepare travel claims and support documentation for
finance.
- Maintain
travel logs and monthly transport requirement summaries and track travel
budgets against project allocations.
Meetings,
Workshops and Events
- Organize
logistics for meetings, workshops, and training sessions: venue, catering,
participant invitations, and materials.
- Support
the Thematic Lead and project managers during meetings and events,
including note taking and follow up.
- Receive
and direct visitors and guests appropriately.
Data
Management and General Office Administration
- Develop
and maintain an up to date, well-organized filing system for project and
administrative records.
- Update
contact directories (phone, email, postal, and physical addresses) for
collaborators and funders.
- Monitor
and advise on office and project supply needs.
- Support
other COEWCH administrative tasks as directed by the Centre Manager.
- Handle
office petty cash and expenses
- Facilitate
project procurement needs by raising required requisition documents
including non-stock purchasing requisition (NSPR), and ensuring that the
necessary approvals are timely obtained and submitted
- Follow
up with all departments approving requisitions made and ensure timely
delivery of expected deliveries
- Maintains
office petty cash and facilitates any necessary requisitions and
documentation according to AKU petty cash policy
- Prepares
orders for office supplies in the system as needed, billings for payment
of purchases by providing required information to MMD.
- Management
of allowance documents for the county team and other partners, processes
expense claims in a timely fashion and maintain related records
Qualifications
- Minimum:
Diploma in Business Administration, Office Administration, Secretarial
Studies, Communication, or a related field. OR
- At
least 2 years of relevant experience in an administrative, secretarial, or
personal assistant role.
- Proficient
in computer applications, particularly MS Office (Word, Excel, PowerPoint,
Outlook), email and calendar tools, and comfortable learning new digital
tools such as video conferencing platforms and cloud document storage.
- Excellent
communication skills in English and Kiswahili, spoken and written.
- Background
or work experience in a health-related setting (for example a hospital,
clinic, or health research institution) is an added advantage, to support
quick understanding of the research environment.
- Additional
relevant training is an advantage but not required, for example a
certificate or diploma in secretarial studies or office administration, a
personal or executive assistant course, minute taking training, or a
communications course.
Personal Characteristics &
Behaviours
- High
level of confidentiality and discretion, given regular exposure to
sensitive research, financial, and personal information.
- Strong
organizational and time management skills, with the ability to manage
competing priorities and meet deadlines.
- Demonstrated
initiative and the ability to produce high-quality work with minimum
supervision.
- Excellent
interpersonal skills, with the ability to work well with a wide range of
people, including international collaborators and funders.
- Attention
to detail, particularly for scheduling, documentation, and financial
paperwork.
- Flexibility
and willingness to work outside standard hours when required, for example
around travel or deadlines.
- Professional
manners and presentation, representing the Thematic Lead and the Centre
well in all interactions.
- Adaptability,
comfortable working across shifting priorities in a research environment.
- Ability
to work flexible/long hours when required
- Well
groomed, courteous and respectful
