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18 Sep 2023

Administrative Assistant at Aga Khan University

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Job Description


The Aga Khan University (AKU) invites applications for the following position based in Dares Salaam, Tanzania:

Administrative Assistant

We are in search of an Administrative Assistant who embodies qualities of creativity, innovation, skilfulness, compe­tence, brightness, efficiency, helpfulness, and a pleasant demeanour. The incumbent will report to the Manager, Gen­eral Administration.

Responsibilities

  • Provide logistic support for educational activities as assigned including facilitation of guest lecturers and out­sourced faculty.
  • Ensure the arrangement of classrooms and teaching spaces to create a conducive environment for academic ac­tivities.
  • Actively provide support to all activities related to teaching and learning as directed.
  • Collaborate with faculty and coordinators to support the successful execution of educational activities and events as needed.
  • Coordinate special arrangements, such as providing materials or facilities, as needed for specific educational ac­tivities.
  • Handle petty cash for daily operational expenses related to the institution and related retirements.
  • Manage payments and reimbursements promptly, including those for faculty, guest lecturers, and support staff.
  • Provide general administrative support to the procurement office, including the release of payments and process­ing utility bills.
  • Manage transportation facilities for faculty, staff, visitors, and students, especially for clinical and community fieldwork.
  • Coordinate daily transportation schedules based on requests and official requirements.
  • Provide logistical support for Faculty and students when required.
  • Ensure proper maintenance and readiness of all institutional vehicles.
  • Assist in providing travel and accommodation services for AKU operations when required.

Skills, Qualifications and Experience

  • A bachelor’s degree in business administration or equivalent
  • 3 to 5 years’ experience in administrative functions, in a reputable organization
  • Ability to maintain strict confidentiality.
  • Excellent Interpersonal skills
  • Possess IT skills in MS Office, database, Excel, Power Point and use of Internet, Email
  • Good oral and written communication skills
  • Excellent time management skills
  • Ability to work under pressure.
  • Problem solving and decision-making ability.
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Method of Application

If you meet the requirements of this position, please send your application package which should include an application letter, an updated CV to [email protected] not later than 1st October 2023 Only short-listed candidates will be contacted.







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