Administrative Assistant, Provost Office COE

About the role

This position provides the Women’s Health Thematic Lead with a reliable operational backbone, handling scheduling, correspondence, documentation and travel to keep the research portfolio moving. Based in Kilifi County, Kenya, the role involves regular travel to project sites such as Mariakani, Malindi and Rabai.

Key responsibilities

• Arrange and track communications and meetings with collaborators, researchers and funders across multiple time zones.
• Draft correspondence, take minutes at project meetings and circulate action points.
• Act as the communication link between the Thematic Lead’s projects and internal AKU departments and COEWCH administrative teams.
• Handle consultant engagement paperwork, including contracts, deliverables and invoice follow‑up.
• Prepare and route payment documentation for consultants, vendors and project staff, securing finance approvals.
• Maintain organized electronic and paper project files covering grants, contracts and financial records.
• Manage the Thematic Lead’s diary, screen emails, calls and draft routine responses.
• Coordinate local and international travel, prepare itineraries, secure visa support letters and reconcile travel expenses.
• Organise logistics for meetings, workshops and training sessions, including venue, catering and materials.
• Monitor office and project supply needs, raise procurement requisitions and manage petty cash in line with AKU policy.

Required profile

• Minimum Diploma in Business Administration, Office Administration, Secretarial Studies, Communication or related field, or at least two years of relevant experience.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and comfort with email and calendar tools.
• Excellent written and spoken communication in English and Kiswahili.
• Experience in a health‑related setting (hospital, clinic or research institution) is an advantage.
• High level of confidentiality and discretion when handling sensitive research and financial information.

Required skills

• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Outlook
• Email and calendar management tools
• Video conferencing platforms
• Cloud‑based document storage