Hospital Administration Officer at Kenya Ports Authority

Overall Objective

Reporting to the Head of Medical Services the job holder is responsible for providing efficient and effective admin-istrative support to facilitate efficient provision of medical care in the Medical Department.

Responsibilities :

• Ensuring that there is timely maintenance of equipment, availability of working tools and office accommodation
• Attending to all official correspondences for the Department
• Coordinating and compiling medical reports i.e. (patient attendance, admissions, referrals, MCH (Mother–Child Healthcare), lab, sick-offs, rebates/non-rebates, etc
• Ensuring proper maintenance and safe custody of departmental records, personal/subject files and patient files and giving direction for destruction of the records when due
• Reporting accidents/incidences in the department
• Ensuring availability of transport (ambulances and utility vehicle) for the department
• Preparing departmental procurement needs and ensuring availability of equipment as per requirements and controlling the departmental substore
• Advising sectional heads on rules and regulations in force which affect them in the course of their supervisory roles
• Attending to staff matters e.g. leave, sickness, acting, promotions, retirements, deaths, desertions, time and attendance
• Compiling staff disposition and submitting this to the Human Resource Department on quarterly basis
• Preparing orientation programs for newly employed staff, those on industrial attachment and monitoring progress
• Attending to employee needs, queries and industrial relations issues in the department
• Monitoring and controlling expenditure of the department and forwarding departmental billing information to the revenue accountants
• Ensuring verification of accounting documents (payment vouchers, motor mileage log sheets, duty travel forms, medical center bills, NHIF certificate of contribution paid and third party payments) and forwarding to the Head of Medical Services for approval
• Assisting in the preparation of the Departmental budget under the direction of The Head of Medical Services and in liaison with section heads
• Availing, monitoring and controlling imprest cash facilities for the department
• Ensuring compliance to the Government NHIF policies for the benefit of KPA staff in liaison with The Human Resources Department and NHIF offices
• Ensuring preparation of medical bills recoverable from employees are compiled and forwarded to Human Resources Department
• Changing Local Purchasing Orders (LPOs) in the system to match the invoices raised by service providers
• Liaising with other medical centers and doctors on issues related to medical bills

Job Qualifications

• Bachelor of Commerce (Accounting Option) or its equivalent from a recognised institution
• Certified Public Accountant CPA (K) or its equivalent from a recognised professional body
• Must be a member of good standing with the Institute of Chartered of Certified Public Accountant (ICPAK) or any other internationally recognised accounting body
• Knowledge of port operations
• Senior Management courses
• ICT skills
• Demonstrated high degree of professional competency and administrative capability required for effective planning, controlling and coordinating the accounting function

Experience:

• 5 years’ experience in a similar role in a reputable organisation with at least 3 years’ experience at lower management level

Other Requirements:

Applicants will also be expected to fulfill the requirements of Chapter 6 of the constitution of Kenya. Specifically, they must obtain and submit the following certification:

• Certificate of Good Conduct from the Directorate of Criminal Investigations
• Clearance Certificate from the Higher Education Loans Board (HELB)
• Tax Compliance Certificate from the Kenya Revenue Authority (KRA)
• Clearance from the Ethics and Anti-Corruption Commission (EACC)
• Clearance from the Credit Reference Bureau (CRB)