Admininistrative Secretary

Administrative Secretary

Chartered in 1983, Aga Khan University (AKU) is committed to excellence in education, research and service. The University strives for quality, international standards and relevance in all of its programs and selects its faculty, staff and students on the basis of merit, irrespective of gender, race, religion or domicile. AKU is a major component of Aga Khan Development Network, which consists of institutions that collaborate for development in response to social, economic and cultural challenges in specific regions of the developing world. The University’s Faculty of Health Sciences was planned with the support of Harvard University, McGill University and McMaster University. It presently includes a Medical College and a School of Nursing, which are located together with their principal teaching site, Aga Khan University Hospital, in Karachi, Pakistan. In addition, in Karachi, the University has an Institute for Educational Development and a substantial Faculty of Arts and Sciences which is being developed on a new 1100-acres campus. As an international institution, the University has established academic programmes beyond Pakistan, through an Institute for the Study of Muslim Civilisations in London and programmes in Advanced Nursing Studies and Post-graduate Medical Education in countries in East Africa. AKU has been offering educational programmes in East Africa since 2001 and is currently planning a major expansion of its existing work in East Africa, in the fields of medical, nursing and teacher education. AKU is fully registered in Tanzania by the Tanzania Commission for Universities as Aga Khan University -Tanzania Institute of Higher Education (AKU-TIHE).

Responsibilities

Reporting to the Chair Family Medicine, the incumbent will be responsible for providing secretarial support for the day to day running of the office. The following are the specific duties for this position: Organize day to day activities in the office of the Chair and Department of Family Medicine; Maintaining the calendar of the Chair of Family Medicine; Maintain a good filing system and retrieve information as and when required; Draft memos, letters, reports and other routine correspondence on behalf of the Chair Family Medicine; Acquire required Office stationery for use in the Department; Handling of the general office enquiries in the Department; Scheduling of meetings as and when required including preparation of any documents required for the said meetings; Maintaining the necessary office records and files; Make and receive telephone calls and convey messages to the intended recipients; Make the necessary travel arrangements for the visitors and staff including ticketing, hotel booking and ground transportation; Receive all correspondence for the office and dispatch the same to the relevant recipients; Ensure appropriate functioning of all office related equipments and other facilities in the Department; Maintain the bulletin board to ensure update of the current information; Any other duty as may be assigned by the Chair of the Department or his designate.

Requirements

Intermediate; bachelors degree or equivalent will be preferred; Training in Secretarial Skills; 5 years working experience in a reputable institution; Ability to relate well with students; Excellent interpersonal and communication skills; Excellent computer skills with proficiency in MS Office; Ability to manage an information database.

To Apply

Candidates meeting the above requirements, and seeking professional growth and an excellent work environment should forward their applications, curriculum vitae, and copies of academic and professional certificates and addresses (postal and email) of three referees to Regional Manager, Human Resources and Administration, Aga Khan University – Advanced Nursing Studies Programme, P.O. Box 39340 - 00623, Parklands Nairobi. Email: hr.ans@aku.edu, Tel: 3747483, 3745808, Fax: 374700