Receptionist

About the job

Introduction:

Chartered in 1983, Aga Khan University (AKU) is a private, autonomous and self-governing international university with 13 teaching sites in 6 countries distributed across three continents. As an integral part of the Aga Khan Development Network, AKU provides higher education in several disciplines, carries out research pertinent to the countries in which it exists and has campuses, programmes and/or teaching hospitals in Afghanistan, Kenya, Pakistan, Tanzania, Uganda and the UK. As an international institution, AKU operates on the core principles of quality, relevance, impact and access; and AKU is a model of academic excellence and an agent of social change.

As an equal opportunity employer, AKU believes in promoting a diverse and inclusive culture and is committed to adopt appropriate standards for safeguarding and promoting a respectful relationship with and between diverse workforce of its faculty, staff, trainees, volunteers, beneficiaries, wider communities, and other stakeholders with whom it works, including children and vulnerable adults and expects all employees/trainees and partners to share this commitment.

Responsibilities:

Receptionist will be responsible perform a variety of clerical/administrative duties for the department and as a secretarial assistant to the managerial staff of the purchase department.

Specifically, you will be responsible for:

• Ensure compliance with institutional policies, code of ethics, discipline standards, and HR-related regulations (including anti-fraud and gift policies).
• Manage communication by handling calls, inquiries, and correspondence within assigned authority.
• Maintain the supervisor’s calendar, schedule appointments, and optimize time allocation.
• Coordinate and organize meetings (including virtual), ensuring accurate and updated scheduling records.
• Arrange travel logistics (itineraries, accommodations), maintain records, and ensure timely expense reimbursements.
• Prepare, consolidate, and analyze monthly/quarterly departmental performance reports, including budget variance reviews.
• Act as time administrator by overseeing attendance, leave records, resignations, and coordinating with relevant departments.
• Maintain systematic records of assets, inventory, office supplies, and ensure adequate stock availability.
• Manage petty cash and support financial processes such as submission and tracking of online payment release requests.
• Provide comprehensive administrative and clerical support (documentation, scanning, mailing, reporting) to management and departmental staff.
• Oversee office operations including reception upkeep, cleanliness, maintenance coordination, post handling, catering, and support staff supervision.
• Support departmental objectives by monitoring KPIs, reviewing BVR, and undertaking additional responsibilities or cross-functional assignments as required by management.

Requirements:

• Bachelor’s degree / 14 years of education or equivalent/master’s will be preferred
• Diploma / Certifications in secretarial work will be considered as an added advantage
• 1 year experience of administration /secretarial work
• Pleasant personality with excellent interpersonal skills
• Able to handle multiple tasks at a time
• Well organized and good time management
• Maintain confidentiality related to departmental correspondence and records
• Excellent communication skills including written and verbal
• Good computer skills and proficiency for MS office and Outlook

Comprehensive employment reference checks will be conducted.