Administrative Assistant

ABOUT THE COMPANY

Amref International University (AMIU) is an accredited institution of higher learning focused on health sciences and is fully owned by Amref Health Africa. The University is founded on the experience and intellect of Amref Health Africa, which is reputed with over 60 years of quality and innovative community health, health systems management and development interventions. Its predecessor, the Amref International Training Centre (AITC) has shaped Public and Community Health training and nurtured health leaders and practitioners in Africa over 40 years.

JOB SUMMARY

QualificationsEducation & Professional Qualification• A relevant bachelor’s degree from a recognized University.• Certificate/ diploma written communication skills is an added advantage.Experience• At least six (3) years’ experience in academic administrative work in a university/college.• Experience in taking and processing high level minutes; making reports• Proficiency in Microsoft office and adequate knowledge of databasesSkills, Attitudes & Competencies• High degree of sensitivity and confidentiality• 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-prioritize and multi-task • Strong interpersonal• Team player• Result oriented; report writing skills• Problem-solving skills

RESPONSIBILITIES

1. Secretarial/ Administrative supportDeliverables:•Provide secretarial support to the Registrar Academic Affairs, 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 a continuing understanding of the business context;• Examine material/correspondence for the Registrar Academic Affairs and co-ordinate responses, acting as required and prioritizing and anticipating action required and preparing routine responses;• Ensure Registrar Academic Affairs is appropriately briefed for internal and external engagements• Act as secretary to the Registrar Academic Affairs 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 analyze data, including conducting internal and sector- wide research, supported with appropriate data analysis that provides the Registrar Academic Affairs with accurate and meaningful information.2. Customer/TeamworkDeliverables:• To be the first point of contact for the Registrar Academic Affairs’ office• Receive and dispatch information from/to students concerning admissions, class attendance, examinations and graduations• Manage and develop the Registrar Academic Affairs external communications with local, national and internal stakeholders• Manage the internal communication from the Registrar Academic Affairs’ office• 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.3.Planning and OrganizationDeliverables:• Manage the day-to-day functioning of the Registrar Academic Affairs’ office• Work with the Registrar Academic Affairs 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.• Draft, edit, and proofread correspondence, reports, and presentations on behalf of the Registrar Academic Affairs.• 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, manage Registrar Academic Affairs research portfolio• Maintain confidentiality of sensitive information.

REQUIRED SKILLS

Answering telephones and call management, Office administration, management, Meeting preparation, Office supplies management

REQUIRED EDUCATION

Bachelor's degree