Job Description
JOB TITLE: Administrative Assistant
REPORTING TO: Deputy Vice Chancellor – Academic and Students Affairs
PHYSICAL LOCATION: AMIU Nairobi Campus
Amref International University's focus is on training, research and extension in health sciences with emphasis on promotive, preventive, rehabilitative and palliative health. It's commitment to progressively develop innovative programmes catering to the present as well as future Africa and global health needs. The University offers postgraduate, undergraduate, higher diploma, diploma·, certificate programmes as well as Continuing Professional Development (CPD) courses that prepare human resource for health to serve throughout the health system. AMIU seeks to train transformation leaders
who will Inspire Lasting Change. For more on Amref International University please visit
https://amref.ac.ke
Main purpose of the job
The Administration Assistant will provide high level, proactive, efficient, effective and confidential service in the support of the Deputy Vice Chancellor Academic and Students Affairs (DVC-ASA).
Key Area and Deliverables
Secretarial/Administrative support
- Provide secretarial support to the DVC -ASA including management,
making travel arrangements, Telephone enquiries, drafting
correspondence, managing filing systems, version control of policies,
contacts and record keeping
- Professional engaged in the work of AmIU and its continuing priorities
through continuing understanding of the business context
- Examine material/correspondence for the DVC ASA and co-ordinate
responses, acting as required and prioritizing and anticipating action required and preparing routine responses
- Ensure DVC ASA is appropriately briefed for internal and external
engagements
- Act as secretary to the DVC ASA committee meetings (internal and external) working with the Chair to proactively provide timely agenda and minutes and appropriate follow up
- Utilize the AmIU information management systems, to provide reports as appropriate, including assisting with reports and data in relation to finance and student records
- To collate and analyse data, including conducting internal and sector wide research, supported with appropriate data analysis that
provides the DVC with accurate and meaningful information.
Customer/Teamwork
- To be the first point of contact for the DVC ASA’s office
- Manage and develop the DVC ASA’s high level external communications with local, national and internal stakeholders
- Manage the internal communication from the DVC ASA’s office
Key Area and Deliverables
- Work with relevant AmIU offices in managing and organizing VIP
visits, including lectures, graduation and liaising with marketing and
communication as appropriate
- Arrange and provide hospitality for visitors
Planning and Organisation
- Manage the day to day functioning of the DVC ASA’s office
- Work with the DVC ASA to ensure deadlines are met, prompting
action as required
- To liaise and prepare for meeting with external contacts and
stakeholders and collaborative partners
- Undertake any other duties pertinent to the post that might be
requested at any time.
Education & Professional Qualification
- Bachelor’s degree in business administration, social sciences, health or related field in health science.
Experience
- At least three (3) years’ experience in supporting or working at Senior administrative roles. University experience is an added advantage
- Proficiency in Microsoft office and adequate knowledge of databases
Skills, Attitudes & Competencies
- High degree of sensitivity and confidentiality
- Ability to effectively manage stakeholder relations and filtering enquiries
- Exemplary judgement and ability to work flexibly in a range of operations/strategic settings
- Quick thinker who thrives on maintaining high standards of operational effectiveness even during times of extreme high pressure
- Ability to re-prioritise and multi-task
- Strong interpersonal
- Analytical skill
- Team player
- Result oriented; report writing skills
- Problem solving skills