Ruth M

Administration Officer

The Aga Khan University • Full time

Jan 2018 - Present • 8 yrs 4 mos

"I'm an Administration Officer at Aga Khan University supporting the Network of Quality, Teaching and Learning (QTL_net). I provide comprehensive administrative and operational support to the Vice Provost and senior leadership across our co-located offices in Pakistan and Kenya, while coordinating activities that span multiple countries and continents. My role is quite dynamic and multifaceted. I manage executive calendars and work schedules for the Director of Teaching and Learning and the Vice Provost across multiple time zones, ensuring seamless communication and coordination between our international teams. One of my primary responsibilities is coordinating over 50 high-profile international events annually—workshops, conferences, seminars, and training programmes—across East Africa, Central Asia, and Europe. This includes countries like Kenya, Tanzania, Uganda, Pakistan, and London, among others. I handle everything from venue scheduling and document preparation to managing hybrid and virtual events using Zoom, Microsoft Teams, and other digital collaboration platforms. I'm also responsible for arranging comprehensive travel logistics for international faculty, staff, and delegates. This involves coordinating air tickets, accommodation, ground transportation, and visa processes—essentially creating complete travel itineraries that ensure our team members can focus on their academic and professional work rather than logistics. Financial management is another critical aspect of my role. I support budget tracking and financial processing for projects exceeding KES 8 million, handling payments, receipts, purchases, and ensuring 100% financial accuracy. I coordinate closely with our Finance, Procurement, and HR departments to ensure smooth operations across East Africa. Human resources support is also part of my portfolio. I assist with recruitment coordination, facilitate the hiring process for network positions, liaise with HR on onboarding logistics, and support