Company Description

Amref International University (AmIU) is an accredited institution of higher learning specialising in health sciences. It is committed to progressively developing innovative programs and research that address the present and future needs of the African Continent. AmIU's vision is for Africa to have a skilled workforce that leads evidence-based interventions for lasting health change. It is committed to developing a competent workforce and evidence that drives equitable access to primary health care across Africa. In line with its strategic plan for 2022-2027, AmIU aims to transform into a research university, with 50% of its income generated from research initiatives. To achieve this goal, AmIU is collaborating with the University of Southern California to hire a Research Grant Development Officer to advance its research agenda and ensure sustainable growth. For more information about AmIU, visit our website at www.amref.ac.ke

Job Description

Administration support

• Provide administrative and logistical support to the Graduate School to ensure the functionality and coordination of the School’s activities
• Prepare, edit and distribute correspondence, reports, agendas and other documents as needed
• Schedule and coordinate meetings, appointments and events for graduate program staff and faculty, including room bookings and virtual meeting setups
• Maintain accurate and organized records, including student files, program documentation, and faculty records in compliance with the CUE regulations, university polices and confidentiality standards
• Participate in the implementation of the Graduate School work plans
• Provide timely, comprehensive and conclusive customer responses through emails and phone calls
• Collaborate with the Finance Department to support monitoring of department finances (income/debtors’ analysis) and ensure appropriate reconciliation with the ERP
• Establish and maintain a database of the trainers, trainees and collaborating partners, including contacts
• Create and maintain both electronic and hard-copy filing systems for student records, including assignments and examinations

Student and Program Support

• Assist with graduate student onboarding, including processing applications, enrollment forms and other admissions-related documents
• Respond to inquiries from prospective and current graduate students regarding program requirements, deadlines and procedures
• Coordinate logistics for graduate student events, such as orientations, workshops, thesis/dissertation defenses and graduation ceremonies
• Track student progress, including degree milestones and assist with maintaining records for degree audits.

Contract administration – Part-time lecturers

• Ensure timely contract requests (RRFs) for part-time lectures, temporary staff and interns are processed in the ERP according to approved course loading and other requirements.
• Follow up with the part-time lecturer to sign and submit contracts and required documents
• Submit signed contracts along with relevant documentation to HR for payroll processing
• Ensure timely requests for contracts (RRFs) for temporary staff and interns are raised and contracts issued as required

Financial and procurement Tasks

• Process expenses reimbursements, purchase orders and invoices in accordance with the University Finance Policy Manual
• Assist in preparing and monitoring program budgets, including tracking expenditures and generating financial reports
• Coordinate travel arrangements and reimbursements for faculty and visiting scholars

Event and project coordination

• Plan and execute graduate school events e.g open houses, seminars and conferences, including logistics, catering and promotional material
• Support special projects such as accreditation reviews, program evaluations or curriculum updates as assigned

Compliance and Policy Adherence

• Ensure compliance with university policies, CUE regulations and accreditation standards in all administrative processes
• Handle sensitive and confidential information with integrity and in accordance with the Data Protection Act and other relevant regulations

Qualifications

• Bachelor’s degree in business administration, social sciences, health or related health science fields.

Experience

• At least three years’ experience of administrative or office support, preferably in a higher education or academic environment
• Experience working with students, faculty or academic programs
• Proficiency in Microsoft Office and adequate knowledge of databases and Learning Management Systems (LMS)
• The ability to multitask and excellent organizational skills

Skills and Abilities

• Strong organisational and time-management skills with the ability to prioritize multiple tasks and meet deadlines
• Excellent written and Verbal communication skills, with a professional and courteous demeanor
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with database systems or student information systems
• Ability to work independently and collaboratively in a team-oriented environment
• High level of attention to detail and accuracy in handling records and data
• Knowledge of or willingness to learn university policies, academic processes and CUE regulations.

Additional Information

Your application should include a cover letter detailing why you are the best fit for this position and your CV with relevant skills and experience. Kindly note that this position will remain open until filled, and the selection process will be on a rolling basis.

• Provide administrative and logistical support to the Graduate School to ensure the functionality and coordination of the School’s activities
• Prepare, edit and distribute correspondence, reports, agendas and other documents as needed
• Schedule and coordinate meetings, appointments and events for graduate program staff and faculty, including room bookings and virtual meeting setups
• Maintain accurate and organized records, including student files, program documentation, and faculty records in compliance with the CUE regulations, university polices and confidentiality standards
• Participate in the implementation of the Graduate School work plans
• Provide timely, comprehensive and conclusive customer responses through emails and phone calls
• Collaborate with the Finance Department to support monitoring of department finances (income/debtors’ analysis) and ensure appropriate reconciliation with the ERP
• Establish and maintain a database of the trainers, trainees and collaborating partners, including contacts
• Create and maintain both electronic and hard-copy filing systems for student records, including assignments and examinations
• Assist with graduate student onboarding, including processing applications, enrollment forms and other admissions-related documents
• Respond to inquiries from prospective and current graduate students regarding program requirements, deadlines and procedures
• Coordinate logistics for graduate student events, such as orientations, workshops, thesis/dissertation defenses and graduation ceremonies
• Track student progress, including degree milestones and assist with maintaining records for degree audits.
• Ensure timely contract requests (RRFs) for part-time lectures, temporary staff and interns are processed in the ERP according to approved course loading and other requirements.
• Follow up with the part-time lecturer to sign and submit contracts and required documents
• Submit signed contracts along with relevant documentation to HR for payroll processing
• Ensure timely requests for contracts (RRFs) for temporary staff and interns are raised and contracts issued as required
• Process expenses reimbursements, purchase orders and invoices in accordance with the University Finance Policy Manual
• Assist in preparing and monitoring program budgets, including tracking expenditures and generating financial reports
• Coordinate travel arrangements and reimbursements for faculty and visiting scholars
• Plan and execute graduate school events e.g open houses, seminars and conferences, including logistics, catering and promotional material
• Support special projects such as accreditation reviews, program evaluations or curriculum updates as assigned
• Ensure compliance with university policies, CUE regulations and accreditation standards in all administrative processes
• Handle sensitive and confidential information with integrity and in accordance with the Data Protection Act and other relevant regulations

• Strong organisational and time-management skills with the ability to prioritize multiple tasks and meet deadlines
• Excellent written and Verbal communication skills, with a professional and courteous demeanor
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with database systems or student information systems
• Ability to work independently and collaboratively in a team-oriented environment
• High level of attention to detail and accuracy in handling records and data
• Knowledge of or willingness to learn university policies, academic processes and CUE regulations.

• Bachelor’s degree in business administration, social sciences, health or related health science fields.