Position Overview:
Provide effective and high-quality administrative, organizational and content support to the Chair of the Department of Population Health to ensure a smooth, efficient and effectively run Department by demonstrating initiative in planning, organizing, management and operations, in liaison with the other AKU entities.
This position is a first point of contact for the Chair, Population Health and the Department for internal and external enquiries. The role requires excellent multicultural communication skills and a thorough grasp of the administrative function.
Responsibilities
Provide support for the day to day activities of the Chair and the running of the department
Serve as a main point of contact for the Chair for internal and external parties
Manage the Chair’s daily schedule
Arrange meetings for the Chair, ensuring agenda and documents are distributed in a timely manner. On needs basis, participate in meetings, make and distribute minutes and follow-up any actions
Draft letters and memoranda for final approval by the Chair
Prepare invoices, payments and expense claims for the Chair
Update and follow up delegated tasks to ensure progress to deadlines
Prepare and distribute departmental annual reports
Participate in the preparation of draft budgets
Assist with the completion of special projects e.g. gather and compile information and data as instructed by the Chair
Provide academic Support to faculty, staff and students
Support the smooth running of the MSc. in Population Health Science programme and other academic programs, including students’ selection process and administering
Continuous Assessment Tests in liaison with Faculty
Assist the Chair in ensuring the appropriate administrative requirements are met for donors and clinical research activities (e.g. Standard Operating Procedures in place)
Maintain Master site file for clinical research activities
Proofread scientific proposals and donor reports for structure and language
Liaise with the Human Resources Department in the process of recruitment, hiring, leave scheduling and Training of faculty and staff
Ensure timely documented annual appraisals and letters of Expression for faculty and staff in the department.
Maintain staff departmental files and update them as necessary
Maintaining the department’s leave schedule
Process faculty and staff requisitions when positions fall vacant and make follow ups to ensure timely replacement
As required, participate in the recruitment, hiring, training and supervision of part-time and volunteer support staff
Ensure faculty/staff contracts are up-to-date.
Communicate written and verbal matters appropriately
Manage incoming calls to the Department of Population Health and route calls for proper assistance; Arrange for “callbacks” at appropriate times
Prepare correspondence; arrange courier of international mail
Prioritize for action and process responses
Check deadlines on incoming requests and put preliminary work in place
Handle all enquiries within ones capacity
Schedule Appointments/Meetings/Workshops for faculty and students
Maintain an electronic calendar: scheduling and monitoring all appointments/meetings for the Chair
Departmental meetings: prepare agenda in advance, arrange meeting facilities, prepare and distribute minutes of the meetings and make follow-ups on action items
Organizing seminars, workshops, training sessions and performing support roles during the sessions
Arranging travel and accommodation for faculty and staff
Arrange for travel and accommodation (both local and international)
Manage timely reimbursements of claims as guided by Policy
Process visa applications
Process travel advance and reimbursements
Data Management & General Office Administration
Routinely re-order department supplies
Manage shared drive document control and filing
Requirements
Bachelor’s degree from a reputable institution with a minimum of 3 years’ working experience in a similar role preferably in a University or International Health organization
A Diploma in Project Management
Certified evidence of professional continuous learning reflecting ongoing development of skills, abilities, and knowledge
Proven competence working with Microsoft Office Software
Demonstrated high sense of confidentiality
Excellent communication skills – written and oral in English and Swahili
Demonstrated coordination skills
Attention to detail and the ability to work in a fast paced environment with competing priorities
Demonstrated experience in advanced scheduling
