Administrative Secretary Job in Kenya

Job Title: Administrative Secretary

Hiring Organization: Aga Khan University Hospital Kenya
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Medical
Job Type: Full Time
Salary: KES Competitive
Date Posted: 12/04/2023

Administrative Secretary, Department of Surgery – (2300017Y)


The Aga Khan University is a pioneering institution of higher education whose mission is to improve the quality of life in the developing world and beyond, through world-class teaching, research and healthcare delivery. AKU educates students for local and global leadership from campuses and teaching hospitals in six countries, primarily in Asia and Africa. It generates new knowledge to solve problems that affect millions of people, especially the most vulnerable. The University is a private, not-for-profit institution and part of the Aga Khan Development Network.

AKU invites applications for the position of Administrative Secretary to be based at the Aga Khan University Nairobi, Kenya

Job Summary

To provide efficient administrative support services to the Chair and Faculty and manage the entire Department of Surgery by assisting in general administrative activities as and when required.


  • Compose and type regular correspondence such as invitations and informative material.
  • Develop and maintain a filing system.
  • Provide statistical and budget reports.
  • Supervise and monitor inventory of office and project equipment and furniture.
  • Manage calendar schedules and follow up delegated tasks to ensure progress to deadlines.
  • Work with the Academic office to ensure smooth running of the Post Graduate Medical Education Residency Program
  • Coordinate examination activities for the Department of Surgery
  • Assist in preparation of faculty/residents’ presentations, research papers, etc.
  • Maintain the residents/faculty leave schedules.
  • Process staff requisitions when positions for residency and faculty fall vacant and make follow-ups to ensure timely replacement.
  • As required, participate in the training and supervision of part-time and volunteer secretarial staff.
  • Arrange meeting facilities & distribute minutes of the meetings and make follow-ups on action items.
  • Participate in the organization of seminars, workshops, retreats, training sessions and arrange for travel & accommodation (both local and international) by liasing with the housing and travel department.
  • Arranging and reconciling staff advance used by faculty/resident used during their training/conferences.
  • Routinely re-order department supplies. Ensure weekly supply of food and beverage and office supplies as per the needs of the department.
  • Coordinate with the medical records transcription office to ensure that all medical reports are written by both the faculty and residents.


  • Diploma in Business and Office Management/ Diploma in Secretarial Studies
  • Proficient in MS Office Suite
  • Audio typing, dictation and shorthand skills
  • Excellent written and oral communication skills
  • Excellent organizational and time management skills and attention to detail
  • Ability to relate well with faculty, clinicians, and hospital staff at all levels.

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