Administrative Assistant (Locum), GSMC

Administrative Assistant

Department

Graduate School of Media and Communications

Location

Aga Khan University, Nairobi

Introduction

Founded in 1983 as Pakistan’s first private university and fully chartered in Kenya in 2021, The Aga Khan University (AKU) is a private, autonomous, and self-governing international university, with 13 teaching sites in 6 countries over three continents. An integral part of the Aga Khan Development Network, AKU provides higher education in multiple health science and social science disciplines, carries out research pertinent primarily to low- and middle-income countries.

The University is both a model of academic excellence and an agent of social change. As a leading international institution dedicated to excellence and change, AKU operates on the core principles of quality, relevance, impact, and access.

Launched in 2015, the Aga Khan University Graduate School of Media and Communications (GSMC) is the premier source of education and tailored training for journalists, communicators and media executives and entrepreneurs in East Africa and beyond. Guided by the principles of global excellence and local relevance, GSMC helps individuals to transform their careers and organizations to seize on opportunities and reap the benefits of innovation.​

Applications are invited from qualified candidates for the position of Administrative Assistant in the Graduate School of Media and Communications based in Nairobi, Kenya. The position holder will report to the Technical and Operations Manager, GSMC, Aga Khan University.

Job Purpose/Summary

The administration assistant works as a key member of the GSMC team in ensuring that all the Academic and administrative deliverables are completed on time and in an effective manner.

Key Roles and Responsibilities

• Assistance with the preparation of GSMC administrative documents such as budget tracking, processing invoices, petty cash management, and initiating low-value procurement of office and academic supplies. ROPs, contracts, PRs, invoices, TOR etc.
• Assisting in organizing meetings, conferences, open days, and other university events. This will also involve booking venues, arranging catering, and managing logistics.
• Providing basic HR support, such as maintaining staff records, assisting with recruitment logistics, and coordinating staff onboarding/orientation programs.
• Assisting students with basic queries regarding admissions, schedules, and general welfare, directing them to appropriate departments as needed.
• Support communication and coordination efforts for academic programs in WhatsApp groups and offer emerging updates alongside the coordinators, manager and the teaching assistant.

Relevant Experience and Qualifications

• Diploma or bachelor’s degree in business administration or ICT related course, Public Administration, Social Sciences for example Education, Human Resource Management, Law
• At least one to one year of administrative experience in a university, public or private sector.
• Proficiency in computer applications, including Microsoft Office Suite and sometimes Enterprise Resource Planning (ERP) systems, is a standard requirement.
• Excellent written and verbal communication skills.
• Strong organizational, communication, and interpersonal skills.
• Integrity and confidentiality.