Background information about the job or company (e.g., role context, company overview)

Aga Khan University Hospitals in Karachi, Pakistan and Nairobi, Kenya are private, not-for-profit institutions providing high quality health care. The Main Hospitals serve as the principal sites for clinical training for the University's Medical Colleges and Schools of Nursing and Midwifery in Pakistan and East Africa. Our Vision of Aga Khan University Ho...

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 or duties

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 or requirements (e.g., education, skills)

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.

Experience needed

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.