Administration Staff / Hospital Management at CTG Global

Overview of the position:

Our client is looking to hire experienced Hospital Administration Staff for one of their hospitals in Nairobi, Kenya.

Role objective:

Under the supervision of the Hospital Administration Manager & working closely with other Hospital staff. the Hospital Administration Staff will support the unit, by providing assistance on project planning, implementation, financial tracking & reporting.

In particular, s / he will be responsible to:

• Provide support to the work of other hospital staff, implementing partners & service providers for the hospital.
• Develop annual administrative plans, contribute to longer term strategies & improvements to administrative policies, systems & procedures in compliance with policies, standards, regulations & processes.
• Manage & / or carry out data analysis pertaining to project budgets & provide management with accurate information & reports for efficient planning & decision making.
• Manage administration for existing resources such as assets / inventory items, office facilities, ambulance fleet, etc., estimate new requirements aiming at efficiency, cost effectiveness & timeliness of operations & services.
• Provide administrative & logistical planning support to staff & partners regarding duty, travel authorisations (if required), security clearance, accommodation etc.
• Follow up on implementation of projects to ensure effective & timely delivery of basic services.
• Support implementing partners & service providers to ensure procurement of hospital items & payments are made timely.
• Ensure inventory management of capacity building supplies & asset movements in close collaboration with other staff working in the hospital.
• Build productive partnerships with other UN agencies & local govt. offices, ensure agreements, MOUs are current, associated expenditure recognised / accrued & payments are processed promptly & in accordance with client requirements.
• Follow up with field team & finance unit to ensure preparation & liquidation imprest / petty cash are done according to procedures & in a timely manner.
• Prepare administration related budgets & budget revisions, including annual procurement plan in consultation with other stakeholders at the hospital.
• Review administrative SOP's for consistency with the changing environment & adjust / recommend revisions as necessary.
• Assist to compile weekly & monthly reports for the unit in a timely manner & with accuracy.
• Perform any other relevant tasks assigned by the immediate line manager.Overall / other duties & responsibilities:
• Support project designing, modification & implementation of appropriate operational procedures.
• Coordination with service providers, administration, other specialised staff.
• Reporting to line manager on activities.
• Assistance in preparing funding requests for activities related to the projected caseload.
• Liaison with the security focal point in Nairobi as needed.

Project reporting:

• This role works under the supervision of the Hospital Administration Manager.

Team management:

• This role does not have team management responsibility.

Geographical experience:

• Minimum of 2 year of experience in Africa (essential).

Education & Experience:

• University Degree or Diploma, preferably in Public or Business Administration or an equivalent combination of training / experience.
• At least 2 years of professional experience in administrative, financial & logistics assistance of a public or private institution within a hospital / health care environment.
• High level of computer literacy (MS Office Word, Excel, Outlook).
• Excellent communication skills both oral & written.
• Ability to prepare clear & concise reports.
• Strong strategic, analytical & creative thinking skills.
• Personal commitment, efficiency, flexibility & drive for results.
• Demonstrated gender awareness & gender sensitivity.
• Capacity to work effectively & harmoniously with colleagues from various professional backgrounds.
• Ability to work under difficult conditions & outside normal working hours while maintaining security awareness.

Languages:

• Fluent in English & Swahili.

Competencies:

• Takes responsibility & manages constructive criticism.
• Works effectively with all clients & stakeholders.
• Promotes continuous learning; communicates clearly.
• Takes initiative & drives high levels of performance management.
• Plans work, anticipates risks & sets goals within area of responsibility.
• Displays mastery of subject matter.
• Contributes to a collegial team environment.
• Creates & promotes a respectful office environment free of harassment & retaliation.
• Maintains excellent communication & writing skills.
• Pays meticulous attention to detail.
• Personal commitment & drive for results & adaptability in the workplace.
• Handles sensitive situations diplomatically & cultivates productive relationships.
• Demonstrates ability to maintain accuracy & confidentiality in performing responsibilities.
• Abides by Prevention of Sexual Exploitation & Abuse (PSEA).
• Incorporates gender related needs, perspectives & concerns & promotes equal gender participation.
• Displays awareness of relevant technological solutions.
• Works with internal & external stakeholders to meet resource needs.
• Able to handle sensitive situations & cultivate productive relationships.
• Ability to maintain accuracy & confidentiality in performing responsibilities.
• Excellent interpersonal & verbal communication skills.
• Calm, diplomatic & demonstrate the ability to meet strict deadlines.

Other relevant information:

• This role is for roster / talent building purposes.
• Qualified female candidates are highly encouraged to apply for this role.