Senior Administrative Assistant
- Nairobi, Kenya
- Full-time
- Opportunity Type: Current Opening
Company Description
Amref International University focuses on training, research and extension in health sciences, emphasizing promotive, preventive, rehabilitative and palliative health. AmIU is founded on the experience and intellect of Amref Health Africa, which is reputed for its over 60 years of quality and innovative public and community health interventions, training, and education.
It is committed to progressively developing innovative programmes catering to the present and future African and global health needs.
The University offers postgraduate, undergraduate, higher diploma, diploma· and certificate programmes and Continuing Professional Development (CPD) courses that prepare human resources for health to serve throughout the health system. AmIU will become the Pan African University in Primary Health care and seeks to train transformational leaders who will Inspire Lasting Change. For more on Amref International University, please visit https://amref.ac.ke
Job Description
The Senior Administration Assistant will provide high-level, proactive, efficient, effective, and confidential service in support of the Deputy Vice-Chancellor Academic and Students Affairs (DVC-ASA). This role will involve managing various responsibilities, including diary management, correspondence, document preparation, event coordination, and general office administration.
Secretarial/Administrative support
- Provide crucial secretarial support to the DVC -ASA. This includes managing the office, making travel arrangements, handling telephone enquiries, drafting correspondence, managing filing systems, maintaining version control of policies, contacts and record keeping;
- Professional engaged in the work of AmIU and its continuing priorities through a continuing understanding of the business context;
- Examine material/correspondence for the DVC ASA and co-ordinate responses, acting as required and prioritising 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 concerning 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 Oriented/Teamwork/Collaboration
- As the first point of contact for the DVC ASA’s office, you will be key in managing and developing the DVC ASA’s high-level external communications with local, national, and internal stakeholders. Your influence will significantly shape the DVC ASA’s image and relationships.
- You will manage the internal communication from the DVC ASA’s office, ensuring smooth operations and adequate information flow.
- A crucial part of the team, working with relevant AmIU offices in managing and organizing VIP visits, including lectures, graduation, and liaising with marketing and communication as appropriate. Your role will be integral in ensuring the success of these significant events.
- Arrange and provide hospitality for visitors
Planning and Organisation
- Instrumental in managing the day-to-day functioning of the DVC ASA’s office, ensuring that all operations run smoothly and efficiently. Your role will be crucial in working with the DVC ASA to meet deadlines and prompt action as required.
- Liaise and prepare for meetings with external contacts, stakeholders and collaborative partners
- Undertake any other duties pertinent to the post that might be requested at any time.
- Draft, edit, and proofread correspondence, reports, and presentations on behalf of the DVC.
- Respond to inquiries and requests in a timely and professional manner.
- Manage incoming and outgoing correspondence, ensuring timely delivery and follow-up.
- Documents development, prepare and format documents, presentations, and reports using Microsoft Office Suite and other relevant software.
- Handle travel arrangements, including booking flights, accommodation, and visas.
- Provide administrative support to other staff members as required and manage the DVC research portfolio.
- Maintain confidentiality of sensitive information.
Qualifications
Education Background
- A relevant Master’s degree from a recognized University.
- A relevant Bachelor’s degree from a recognized University.
Experience
- At least five (5) years experience in academic and administrative work in a university/college.
- Proficiency in Microsoft Office and adequate knowledge of databases.
Skills, Attitudes & Competencies
- A 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.
Additional Information
Your application should include a cover letter detailing why you are the best fit for this position and your CV with relevant skills and experience. The closing date will be Thursday, 27th February 2025.
All Amref International University open vacancies are published on our website under the Vacancies page and on our official social media pages. Kindly note that official emails from AmIU will arrive from an @amref.ac.ke or @amref.org address.
Amref International University is committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults and expects all staff to share this commitment. Amref International University is dedicated to diversity and is an equal-opportunity employer with a non-smoking environment policy.
