Assistant, Travel and Housing (fixed term for 4 months)

Transport, Travel & Housing  

Entity

Aga Khan University Hospital, Nairobi

Location

Nairobi, Kenya

Introduction

Aga Khan University Hospital, Nairobi is a private not-for-profit teaching hospital that provides tertiary and secondary level healthcare services. It is the first hospital in East Africa to be accredited by the Joint Commission International from the USA. The University Hospital has been providing high-quality care for the people of East Africa and beyond for over 60 years.

Reporting to the Specialist, Immigration Services and the Manager, Administration, the incumbent will provide comprehensive administrative support in the areas of Immigration to all the agencies of the Aga Khan Development Network, housing services, guest house management, and medical insurance, ensuring efficient and compliant operations within the Travel & Housing Department at the Aga Khan University/Hospital and also support and assist in travel, accommodation and protocol as and when required.

Key Responsibilities

Immigration Support

·       Assist in providing AKDN agencies with necessary information and collaborate with HR business partners to verify the authenticity of paperwork and supporting documents for all immigration related requests.

·       Prepare and submit immigration applications through the eFNS portal, including work permits, special passes, dependent passes, re- entry passes, alien registration, and student and internship pass ensuring accuracy and efficiency.

·       Maintain records of Immigration statuses for all expatriate staff and their dependents

·       Liaise with relevant authorities and departments to ensure timely processing of immigration applications.

·       Accompany expatriate staff and their dependents for alien registration exercise.

·       Provide administrative support in maintaining compliance with immigration regulations and internal policies.

·       Assist in facilitating payment of permits and passes and execution of security bonds for AKU/AKUH expatriate staff/dependents.

·       Ensure timely circulation of all invoices from the Department of Immigration and Citizen Services to all relevant stakeholders (AKDN agencies) for processing of payments and security bonds.

·       Support and assist in travel, accommodation, and protocol as and when required.

Housing Services Assistance

·       Support in sourcing and securing housing accommodation for expatriate staff

·       Assist in coordinating housing tours and facilitating the relocation process for new staff members.

·       Maintain records of lease agreements and ensure timely processing of rental payments, utility, and service charge fees.

·       Collaborate with the Legal department to ensure proper execution of lease agreements.

Guest House Management Support

·       Assist in managing guest house bookings and ensuring accommodation meets the required standards.

·       Coordinate with the housekeeping staff to maintain cleanliness and orderliness of guest house facilities.

·       Monitor utility usage and assist in processing payments for services such as water, electricity and other utility services.

·       Maintain records of guest house usage and assist in preparing reports as required.

Medical Insurance Administration

·       Assist in the administration of medical insurance for expatriate staff

·       Coordinate with the Finance department to ensure timely processing of insurance premiums and claims.

·       Dispatch and maintain records of insurance coverage and assist staff with related inquiries.

Stock Inventory

·       Assist in monitoring and maintaining inventory levels for office supplies and guest house necessities

·       Coordinate with PSCMD to ensure timely ordering and delivery of required items.

Qualifications and Skills Requirements

·       Diploma in Business Administration, Law, International Relations, Human Resources or equivalent from a recognized University. A degree will be an added advantage.

·       3 years’ experience in administering and supporting immigration processes.

·       Indepth knowledge of navigating the EFNS portal with thorough understanding of the immigration laws and regulations

·       Previous experience in AKDN entities is an added advantage

·       Ability to work independently and as part of a team

·       Self-motivated person with excellent People skills as well as excellent customer care skills

·       Ability to meet strict deadlines

·       Ability to manage outside duties and balance desk requirements

·       Commitment to confidentiality

·       Proficiency in ticketing booking system

·       Ability to work independently and as part of a team

·       Be able to handle pressure and take criticism positively

·       Good communication, customer care and people skills

·       Self-motivated person who is flexible and approachable.