Supervisor, Women Residences

Department: Women Residences

Introduction to the Aga Khan University:

Chartered in 1983, it 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, Aga Khan University (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.

AKU is committed to the principles of impact, quality, relevance, and access. As both a model of academic excellence and an agent of social change, AKU fosters a diverse, inclusive, and respectful environment. 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.

Key Responsibilities:

Supervisor will report to Manager/ nominee of women residence. As a WR Supervisor, the role is required to ensure and effective implementation of WR policies, procedures and rules, smooth process of check-In & check-out of residents/guests along with all requirements like preparing/closing files, room preparation and inventory, welcome a new resident/guest with a proper orientation. Resolved all complaints of the guests/residents with the support of maintenance team as soon as possible or provide an appropriate solution to user. Take WR and Dr’s on call room property round, maintain inventory of rooms/tags items, track the upkeep of the facility, follow up on complaints and other assets of WR and Dr’s on call room. Ensure to maintain a professional and working relationship with support departments to get the work done. Any other tasks assigned by the manager or nominee, time to time which may handle reception or administrative tasks etc.

Specifically, you will be responsible to;

• Ensure and effective implementation of policies, procedures, and rules in the Women Residences.
• Communicate on regular and via defined process with the team i.e., other supervisors during the shift change. A proper and complete handover of information is mandatory.
• Take proper and regular rounds of the property to ensure identification of maintenance needs. Highlight in the complaint logbook and track until completed.
• Keep check and control of the inventories of the property and ensure to track of operating expenses to keep the costs low.
• Ensure proper usage of facilities offered to the residents ie. Pantry, laundry, common lounges, and washrooms. Advise residents or guests who miss-use the assets of the property and document the details.
• Be a guest agent by meeting, greeting, and welcoming the new guest/resident during the orientation session along with a proper tour of the property. Be warm and gentle with the new residents/guests.
• Ensure the rooms and documents of the check-in and check-out residents/guests is prepared and accurate.
• Attend to the complaints raised by the residents. Seek permission in writing prior to entering any resident’s room. Ensure to attend the complaints within the given TAT (Turnaround time), justify for delays.
• Be solution oriented, alert, and available for residents at all times.
• Think out of the box, quick and economical solutions to daily challenges. Share the new requirements /recommendations for improvements with the manager as and when needed.
• Recording and monitoring of residents away leaves, maintenance complaints, inventories, guests, and other tracking records which required filing to done properly.
• Manage the reception area well and keep track of the calls, messages, and visitors, when required.
• All the residents should be treated equally. Maintain confidentiality and act in a very professional manner and should not develop personal relationship and friendship with the residents.
• Any other tasks as assigned by manager /nominee.
• Provide assistance in organizing events and activities at WR.
• Provide support to manager/nominee in other areas under her assignment/projects or tasks when required.

Eligibility Criteria / Requirements:

• Minimum Graduate.
• Appropriate knowledge of MS Office (word, excel, power point), outlook and internet.
• Sound spoken, reading & written English language
• 2-3 years of relevant / similar nature of Job experience.
• Good interpersonal and communication skills, written / spoken/reading English language.
• Be able to interact with residents and guests both local and international.
• Good Organizational, time management, teamwork, and decision-making skills.
• Should have computer knowledge and fluency in usage of outlook & MS Office.
• Ability to handle sensitive issues, problem solving and counselling skills.
• Ability to follow and adhere to policies & procedures
• Willing to work in shift duties or flexible hours.

Comprehensive employment reference checks will be conducted