Administrative Assistant, Provost Office CoE

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
  
• Handle all project dispatch as and when need arises and follow up for confirmation of delivery
  
• 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
  

Requirements

• 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