Jan 2017 Job Recruitment Aga Khan University Admin Manager in Kenya

Career Application: Aga Khan University Admin Manager in Kenya

Career Recruitment: Aga Khan University Admin Manager in Kenya

The Aga Khan University (AKU) is a private, not for profit, international University first established in 1983, with 11 teaching sites in eight countries.

The Aga Khan University (AKU) Faculty of Health Science (FHS) invites applications from appropriately qualified candidates for the position of the Administrative Manager. Based primarily at the AKU office in Mombasa, you will have dual reporting to Associate Dean Research and Project Heads.

Location: Mombasa, Kenya

Position Summary

The position will function as a research administrative liaison, serving as focal point for research administration in the Faculty of Health Sciences (FHS), Research Office based in Mombasa.

In liaison with the Research Administrative Manager – Nairobi, the incumbent will support harmonization and efficient management of FHS research services including legal, Finance, HR, procurement, security and space support.

Office holder will be fully involved in day to day general office administration (0.4FTE) and projects administration (0.6FTE).

Admin Manager Job Responsibilities

  • Deliver the research office’s support standard of excellence through common understanding of office administration goals, proactive listening and proper professional responses.
  • Manage the day-to-day running of the office – administration and logistics – maintaining good public relations with employees, suppliers and donors
  • Ensure that adequate controls and resources are in place to support research undertaken within the Mombasa office; including scope of the research activities, types and locations.
  • Contribute to development and revision of university research office administration procedures; ensuring compliance with policies set forth by the university and/or external agencies
  • Ensure information dissemination and timely action on research office related matters including correspondence with suppliers, partners, stakeholders, visitors, beneficiaries and staff in the field office
  • Maintain comprehensive inventory of research grants awards and contracts for the Mombasa Office
  • Keep abreast of changes involving internally and externally sanctioned policies and procedures and ensures all research projects are administered in accordance with such policies.
  • Prepare annual activities and financial performance reports
  • Verify that all prior approvals are received and that purchases conform to funding regulations
  • Deliver the research office’s support standard of excellence through common understanding of office administration goals, proactive listening and proper professional responses.
  • Manage the day-to-day running of the office – administration and logistics – maintaining good public relations with employees, suppliers and donors
  • Ensure that adequate controls and resources are in place to support research undertaken within the Mombasa office; including scope of the research activities, types and locations.
  • Contribute to development and revision of university research office administration procedures; ensuring compliance with policies set forth by the university and/or external agencies
  • Human Resource Management

Human Resource Management

  • Liaise with the Administrative Manager Research, on HR matters relating to the Mombasa Office including:
  • Staff recruitment, interviews, hiring, new appointments, and extension of contracts.
  • Develop and/ or review of various job descriptions, TOR’s for consultants and short contracts for temporary employees
  • Orientation of new staff on organization activities and various departmental roles.
  • Maintain staff records such as leave schedules
  • Supervise and mentor junior staff
  • Cordinate performance appraisals and facilitate enhancing staff development as per need assessment
  • Oversee matters relating to employees discipline and act in an advisory and consulting capacity in cases of employee indiscipline

Budget Accountability

  • Contribute in preparation of the annual Research Office budget and continuously monitor expenses against the budget
  • Cordinate internal and external audits for all existing projects
  • Participate in review of audit report and implementation of findings at the Mombasa Office.
  • Forward accounting documents to Finance Department for facilitation of budget review
  • Maintain a petty cash float and ensuring only non-field related payments are given
  • Approve petty cash reimbursement at field level

Procurement

  • Liaise with the Research Office, Nairobi on matters related to procurement – Specifications, Capex, legality and budget provisions and implications
  • Liaise with the Nairobi office (Research Office & MMD) to obtain quotes from pre-qualified supplier for price indication
  • Liaise with MMD and Finance Department for approval of requisitions
  • Issue of LPO to supplier and verification of goods received procedurally
  • Compile invoices with supporting documents (LPO, GRN, Requisitions )
  • Prepare invoices payment tracker (in excel) and facilitating dispatch to Team Leader – Grants & Contracts
  • Dispatch of cheques to suppliers and managing communication

Asset Management

  • Maintain office infrastructure and assets and safe guards the University assets including matters relating to ICT
  • Ensure all assets of the research Office Mombasa are functional
  • Ensure all assets are tracked against loss or damage
  • Ensure all assets are insured and cases escalated appropriately
  • Facilitate maintenance of tracker log book for all stationeries issued to staff against items in stock
  • Approve vehicles allocation to AKU and external providers
  • Facilitate maintenance of excel tracker for travels allocated to external providers to facilitate end month invoice verification and payment approval
  • Ensure cars repair and maintenance schedule is up to date
  • Ensure mileage log books are updated
  • Approve re-fuelling requisition
  • Maintain custody of fuel cards and keys after work and all the time for all vehicles
  • Ensure preparation of mileage and fuel consumption analysis for review by project head and Team Leader
  • Grants & Contracts
  • Coordinate space renting and accounting for research programs

Other Roles

  • Provide cover for other colleagues on leave when required
  • Undertake other tasks as and when assigned by the supervisor

Requirements for the Admin Manager Job

  • Minimum of a Bachelor’s degree in Project Management and business related field (Masters Preferred)
  • Minimum of Diploma in Accountancy or Finance preferably CPA or ACCA or equivalent
  • A minimum of 4 years’ experience of progressive professional experience in Financial and Operational management/Project Management
  • Demonstrated Capacity and prior experience in managing personnel, administrative and logistical functions of programs and projects
  • Proven ability to prepare budgets, financial and project reports (Added Advantage)
  • Demonstrated strong program and financial analysis skills desirable

Personal Attributes

  • Ability to effectively prioritize and execute in a high-pressure environment
  • Capacity to motivate, lead and boost morale in the team
  • Good written and verbal communication skills and demonstrated ability to prioritize workload
  • Good interpersonal skills to function effectively within and outside the office in a cross-cultural, inter-disciplinary environment
  • Self-motivated, good organization and management skills, ability to work independently and within a team

How to Apply

To formally submit your application please send an updated CV and testimonials, including the names, postal and e-mail addresses, telephone/fax numbers of two professional references to hr.medicalcollege@aku.edu or post your application to Aga Khan University, P.O. Box 39340 -00623 Nairobi; not later than 29th January 2017.

Only short-listed candidates will be contacted.

Applications should be submitted latest by January 29, 2017




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