Introduction

Chartered in 1983, Aga Khan University (AKU) is a private, autonomous, and self-governing international university, with 13 teaching sites in 6 countries over three continents. An integral part of the Aga Khan Development Network, AKU provides higher education in multiple health science and social science disciplines, carries out research pertinent primarily to low- and middle-income countries and operates 7 hospitals (soon 8) and over 325 outreach clinics, all at international standards. It has almost 2,500 students and 14,000 staff. The University is both a model of academic excellence and an agent of social change. As a leading international institution dedicated to excellence and change, AKU operates on the core principles of quality, relevance, impact, and access.

The Department of Population Health (DPH) at AKU is implementing the Longitudinal Study of Health and Ageing in Kenya (LOSHAK)—a large, multi-site, population-based cohort study funded by the U.S. National Institutes of Health (NIH), National Institute on Aging (NIA). LOSHAK forms part of a global network of ageing studies and is designed to generate high-quality longitudinal evidence to inform policy and practice in Kenya and internationally.

Job Summary

The Department of Population Health (DPH) at the Aga Khan University (AKU), Medical College East Africa, is a multidisciplinary academic and research unit engaged in teaching, research, policy engagement, and community service across Kenya and the wider region. In support of this mandate, AKU seeks to appoint an Administration Manager to provide high-quality administrative, operational, and compliance leadership to the Department.

The Administration Manager will work closely with the Chair of Department and faculty to support the strategic and operational direction of the Department. The role provides oversight of administrative systems, planning and budgeting processes, donor-funded research support, and internal and external stakeholder engagement. The position supervises administrative staff and ensures that departmental operations are efficient, compliant, and aligned with AKU policies, procedures, and values.

Responsibilities

Administrative Leadership & Governance

• Provide administrative leadership and direct support to the Chair of Department
• Coordinate departmental planning, workplans, and reporting cycles

Office & Operations Management

• Oversee day-to-day administrative operations and office systems.
• Manage workflows, schedules, records, and administrative staff.

Financial Management & Budgetary Control

• Coordinate departmental budget preparation and monitoring.
• Liaise with Finance on expenditure tracking and reporting.

Human Resources & Office Coordination

• Liaise with HR and central units on staffing, onboarding, and performance processes.
• Coordinate procurement of supplies and equipment.

Facilities & Logistics Management

• Coordinate office space, infrastructure, IT support, and event logistics.

Records, Reporting & Documentation

• Maintain administrative, project, and compliance records.
• Prepare routine and ad hoc administrative reports.

Donor-Funded Projects & Compliance

• Coordinate administrative support for donor-funded projects.
• Ensure compliance with donor agreements and AKU regulations.
• Support donor reporting and audits.

Internal & External Communication

• Coordinate internal communications across Department and University units.
• Draft and disseminate official communications on behalf of the Chair.
• Support approved external and digital communications.

Qualifications

Requirements

• Master’s degree in Business Administration, Operations or Project Management, Public Health, Social Sciences, or a closely related field from a recognized university, and/or equivalent professional experience.

Relevant Experience

• Minimum of 5–8 years of progressively responsible experience in administration or operations management.
• Prior experience in an academic, research, or healthcare environment is highly desirable.
• Experience supporting donor-funded or externally sponsored projects (e.g., grant budgets, reporting, compliance) is preferred.

Personal Characteristics & Behaviours

• Demonstrated experience in administrative and operational leadership.
• Strong project management, planning, and problem-solving skills.
• Proven ability to manage budgets, financial tracking, and reporting.
• Excellent written and verbal communication skills.

• Provide administrative leadership and direct support to the Chair of Department
• Coordinate departmental planning, workplans, and reporting cycles
• Oversee day-to-day administrative operations and office systems.
• Manage workflows, schedules, records, and administrative staff.
• Coordinate departmental budget preparation and monitoring.
• Liaise with Finance on expenditure tracking and reporting.
• Liaise with HR and central units on staffing, onboarding, and performance processes.
• Coordinate procurement of supplies and equipment.
• Coordinate office space, infrastructure, IT support, and event logistics.
• Maintain administrative, project, and compliance records.
• Prepare routine and ad hoc administrative reports.
• Coordinate administrative support for donor-funded projects.
• Ensure compliance with donor agreements and AKU regulations.
• Support donor reporting and audits.
• Coordinate internal communications across Department and University units.
• Draft and disseminate official communications on behalf of the Chair.
• Support approved external and digital communications.

• Demonstrated experience in administrative and operational leadership.
• Strong project management, planning, and problem-solving skills.
• Proven ability to manage budgets, financial tracking, and reporting.
• Excellent written and verbal communication skills.

• Master’s degree in Business Administration, Operations or Project Management, Public Health, Social Sciences, or a closely related field from a recognized university, and/or equivalent professional experience.
• Minimum of 5–8 years of progressively responsible experience in administration or operations management.
• Prior experience in an academic, research, or healthcare environment is highly desirable.
• Experience supporting donor-funded or externally sponsored projects (e.g., grant budgets, reporting, compliance) is preferred.