Administrative Assistant, Provost Office COE

Role Overview

This role exists to give the Women's Health Thematic Lead a reliable operational backbone, handling the scheduling, correspondence, documentation, and travel that keep her research portfolio moving. The post-holder begins with the GBS-SITE landscaping study and similar projects, acting as the link between the Thematic Lead, collaborators, funders, and the various administrative functions within the Centre of Excellence in Women and Child Health. The position is based in Kilifi, Kenya, with travel to Mariakani, Malindi, Rabai and other project sites as required.

The job carries two intertwined sides: project and grant administration for the studies under the portfolio, and personal assistant duties for the Thematic Lead herself. Reporting to the Centre Manager for administrative supervision, and taking day-to-day direction from the Women's Health Thematic Lead, the appointee speaks for the study within the wider health facility and to external partners, and is expected to do so with consistently professional conduct.

Key Responsibilities

• Arrange and track communication and meetings with project collaborators, researchers, and funders on the GBS-SITE study and other projects in the Thematic Lead's portfolio, covering multiple time zones and often confidential subject matter.
• Draft correspondence for review, including sensitive items, and distribute approved messages; take minutes at project meetings and circulate action points for follow-up.
• Act as the communication link between the Thematic Lead's projects and other facilities, departments, and COEWCH administrative teams, coordinating information flow and support on key activities.
• Handle consultant engagement paperwork: draft and route contracts and agreements for review, track deliverables, and follow up on invoices.
• Prepare and route project payment documentation for consultants, vendors, county team allowances and other partners, and pursue approvals with finance until each payment is confirmed.
• Maintain well-organised electronic and paper project files covering grant correspondence, contracts, and financial records.
• Manage the Thematic Lead's diary: prioritise and schedule meetings, resolve clashes, send reminders, screen email, mail and calls, flag urgent items, draft routine responses for approval, and prepare briefing materials ahead of engagements.
• Maintain contact lists and follow up on the Thematic Lead's behalf with collaborators, funders, and internal AKU departments, and support her professional social media presence by drafting and scheduling content for approval.

Travel coordination:

• Book local and international travel for the Thematic Lead and project staff, covering flights, accommodation, visas, and ground transport.
• Prepare itineraries and confirm that invitation letters, visa support letters, and insurance are secured before departure.
• Reconcile travel expenses, prepare travel claims with supporting documentation, keep travel logs and monthly transport summaries, and track spend against project allocations.

Meetings, workshops and events:

• Organise logistics for meetings, workshops, and training sessions, including venue, catering, participant invitations, and materials.
• Assist the Thematic Lead and project managers during events, including note-taking and follow-up, and receive and direct visitors appropriately.

Data management and general office administration:

• Develop and keep current a filing system for project and administrative records, and update contact directories with phone, email, postal, and physical address details for collaborators and funders.
• Monitor office and project supply needs and advise accordingly, prepare orders in the system, and provide required information to the relevant department for purchase billing.
• Raise procurement requisitions, including non-stock purchasing requisitions, obtain timely approvals, and follow up with all approving departments to ensure expected deliveries arrive on schedule.
• Handle project dispatch as needed and confirm delivery, manage office petty cash and related requisitions in line with AKU petty cash policy, and process expense claims promptly while keeping accurate records.
• Support other COEWCH administrative tasks as directed by the Centre Manager.

Requirements & Qualifications

• Minimum of a Diploma in Business Administration, Office Administration, Secretarial Studies, Communication, or another relevant field, or at least two years of relevant experience in an administrative, secretarial, or personal assistant role.
• Proficiency in computer applications, particularly MS Office (Word, Excel, PowerPoint, Outlook), email and calendar tools, and a willingness to learn new digital tools such as video conferencing platforms and cloud-based document storage.
• Excellent written and spoken communication skills in both English and Kiswahili.
• Experience or background in a health-related setting, such as a hospital, clinic, or health research institution, is an added advantage and helps the post-holder grasp the research environment quickly.
• Additional relevant training is beneficial but not required, for example a certificate or diploma in secretarial studies or office administration, a personal or executive assistant course, minute-taking training, or a communications course.
• High level of confidentiality and discretion, given regular exposure to sensitive research, financial, and personal information.
• Strong organisational and time management skills, with the ability to juggle competing priorities and meet deadlines, and the initiative to produce high-quality work with minimal supervision.
• Excellent interpersonal skills for working with a wide range of people, including international collaborators and funders.
• Keen attention to detail, particularly in scheduling, documentation, and financial paperwork.
• Flexibility to work outside standard hours when needed, for example around travel or deadlines, and adaptability to shifting priorities in a research environment.
• Professional manners and presentation, with a courteous, respectful, well-groomed bearing that represents the Thematic Lead and the Centre well in all interactions.