Facilities Assistant, UCN-Operations

Key Roles and Responsibilities

• Communication & Correspondence: Serve as the first point of contact for the department, handling phone calls, directing visitors, and managing all internal and external correspondence. Draft, proofread, and distribute official communications, memos, and reports.
• Document & Data Management: Maintain and organize comprehensive electronic and physical filing systems for critical documents such as contracts, service agreements, blueprints, maintenance records, and asset inventory. Create and update databases including vendor lists and asset registers.
• Administrative Support: Manage the departmental calendar, schedule and coordinate meetings, prepare materials, and draft minutes. Manage the office's main phone line, emails, and incoming/outgoing mail.
• Work Order Coordination: Administer the campus work order system, logging incoming service requests, prioritizing urgent tasks, and coordinating with maintenance staff or external contractors for timely resolution.
• Vendor & Project Coordination: Liaise with and coordinate various service providers (e.g., cleaning, catering, security, landscaping). Provide administrative support for facilities-related projects and campus events including logistics coordination and room setups.
• Inventory & Asset Management: Assist with maintaining accurate inventory records of facilities assets, furniture, and equipment, including tagging new items, tracking movement, and arranging for disposal of obsolete items. Monitor and maintain adequate inventory of office supplies and stationery.
• Financial Support: Assist in preparing simple expense reports and petty cash reconciliation.

Qualifications and Experience

• At least a diploma in Office Administration or a related field.
• Minimum of 3 years’ experience in a similar position.
• Travel function related experience.
• At least 1 year of working experience in a similar role.
• Proficient in MS Office applications.

Core Skills

• Excellent customer service and interpersonal skills.
• Strong communication and telephone handling skills.
• Excellent organizational and multitasking abilities.
• Demonstrated ability to work both in a team and independently.

How to Apply

Interested and qualified candidates should apply online through the Aga Khan University recruitment portal. Visit https://www.myjobmag.co.ke/apply-now/1150260 to submit your application.