Vacancies at Aga Khan University Hospital

Job Purpose:

To ensure timely and accurate Processing of payments for doctors, Statutory Management and payment of dues to exiting Staff.

Responsibilities:

• Computing and Processing of Staff Final Settlement Dues
• Filling of Statutory (NSSF & SHIF) and submission to relevant authorities
• Part-Time Faculty fee for service preparation, sharing to faculty for approval before processing in regular payroll
• Processing of all Independent contractors’ pay as guided by their contracts
• Assist in preparation of Audit Schedules both quarterly and yearly
• Ensuring payroll-related staff complaints are handled promptly, acting as a resource person to resolve issues.
• Processing of Locum Doctors’ Payments
• Assisting in regular Stock take counts as may be required.
• Any Other duties allocated by the Team Leader from time to time

 Qualifications and skills requirements:

• CPA II or bachelor’s degree in accounting/finance or related field. Added advantage if possessing both.
• Minimum of two (2) years’ experience in a similar role/ financial environment
• Good organizational and communication skills
• Attention to details and problem-solving skills
• Honest and a person of high integrity
• A team player with good organizational and communication skills
• A person of high integrity with a positive attitude towards work.
• Computer literacy is mandatory.
• Ability to set priorities and work effectively with minimum supervision while meeting stringent deadlines.
• Able to work flexible/long hours as and when required, with minimal supervision, has initiative and is proactive
• Good interpersonal skills: Ability to build relationships among team members.
• Accuracy & efficiency in handling demanding workload.
• Knowledgeable and can perform routine/non routine assignments

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Job Purpose:

Maintain the reception area by providing front office administrative services and customer care service to patients, AKU staff, and the public by receiving and addressing inquiries in a professional and polished manner, while accounting for all daily financial transactions processed at the front desk/patient reception.

Responsibilities:

• Provide outstanding customer services to patients, public and AKU staff and ensure inquiries and complaints to the department are addressed expeditiously.
• Consistently provide full coverage at all times at the front desk by clocking in and out in the HR time management software.
• Beware of the down time and data protection procedure in the event of a system failure.
• As a cashier, maintain a manual invoice and receipt process in the event of a computer system malfunction and upon resumption of computer system, update data and records in the computer system.
• Admission of patients and collection of IP deposits as per the laid down guidelines.
• Account for and balance all monies collected from patients on a daily basis and deposit the money to main hospital Automated Banking Machine at the end of a work shift.
• Look in the computer system and verify and confirm credit services that are applicable to corporate employees as per the account entitlement details
• Ensure the Pre-Authorizations are duly completed by the Physicians and sent to corporations for approval within 24hours.
• Liaise with patient services supervisor, manager and patient’s insurance company regarding any uncertain approval of such cases.
• Check and verify patient data in the computer system and bill the correct patient for the right services and collect the right amount of payment for the services.
• Verify that all benefits for corporate employees are billed as per existing entitlement guidelines.
• Assist other patient services staff when the need arises in order to foster overall efficiency of the department and deliver timely patient care.
• Answers both internal and external phone calls promptly and respond appropriately. Communicate messages promptly and accurately to concerned persons in order to help in the maintenance of smooth organization of patient care.
• Re-confirm/ update contact numbers of patients. In addition, ensure realistic appointments are booked and rescheduling is done on a timely basis. Rescheduling of appointments by the physicians must be communicated to the patients on time by the staff at the consulting clinics.
• Escalate any difficult/challenges faced in the cause of the operations to the Duty Supervisor/ Manager promptly for assistance.
• Any other duties as may be assigned from time to time.

 Qualifications and skills requirements:

• Diploma in Front Office Administration/ Business Administration or equivalent.
• At least 3 months’ work experience from the hospitality industry
• Excellent Customer Service & people skills
• Ability to multi-task & detail oriented
• Good communication & interpersonal skills
• Attention to detail and good problem solving skills
• Ability to deal with the public
• Culture sensitive individual
• Good planer & results oriented,
• High integrity. 
• Good grooming and self-presentation

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Position Summary:

Reporting to the Team Leader, Corporate, the Senior Accounts Clerk (Manual reconciler) will assist the Team Leader in the collection of debts and reconciling of the corporate accounts.

Key Responsibilities:

• Reconcile corporate client accounts on monthly basis (two major accounts every month).
• Collect, verify and sort NHIF claims on daily basis as per NHIF requirements.
• Pass on journal vouchers for claims in the wrong account; deposits not netting off; and collection of errors.
• Process all pending claims/returns for the week on every Monday & 3rd of every month for the previous month.
• Generate report after daily NHIF claim/invoice dispatch and forward downloads for main account to Team leaders on daily basis.
• Liaise with Dispatch team and team Leaders to ensure that all invoices have been dispatched and received by corporate on weekly basis.
• Ensure accurate and complete NHIF claims with accompanying attachments are dispatched in a timely manner.
• Organize and hold meetings with Dispatch team to discuss the invoice status of respective corporate in the dispatch reports.
• Maintain confidentiality and safe custody of the Internal and External clients’ documents.
• Participate in preparation of service audits to enable the department to achieve its quality objective.
• Maintain all the records, correspondence for NHIF claim attachments, and corporate reconciliation.
• Perform any other duties as may be requested by the Supervisor.

Qualifications and skills required:

• Bachelor of Commerce/ CPA II or equivalent
• KCSE Mean Grade C minimum or equivalent
• A minimum 2 years’ relevant experience in a busy accounting/credit management department
• Excellent interpersonal, communication, organizational and customer service skills
• Excellent communication skills both written and oral.
• Good interpersonal skills: Ability to build relationships among team members.
• Ability to work under pressure and meet stringent deadlines.
• Physically fit and able to sit for long hours.
• Accuracy & efficiency in handling demanding work load.
• Knowledgeable and can perform routine/non routine assignments.
• Professional grooming and self-presentation

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Job Purpose

• To effectively and efficiently manage inventory levels and re-order points in the main PSCMD Pharmacy warehouse.
• Ensure quality, Pharmacy board regulations and efficacy of the medication is monitored and maintained at all points. 
• Ensure continuity of supplies by close monitoring of stock movement and levels and by also appropriately planning staff work schedule to achieve departmental and institutional goals and objectives.

Key responsibilities

Administration

• Oversee team operations: manage, plan and monitor attendance and duty rota efficiency.
• Ensure items received are accurately and timely posted & invoices are submitted to finance
• Ensure a slow moving inventory report is generated monthly, and shared with the all dispensing pharmacies on-campus and off campus to assist in movement of stock
• Ensure neatness and cleanliness of the Pharmacy Stores.
• No Medical Representatives/staff that doesn’t work in the store should be entertained or allowed in or near the Pharmacy Store
• Provide all reports to immediate supervisor within agreed timelines without need of follow up.
• Ensure all storage location within the stores are safe & secure
• Maintain updated and complete warehouse records, including clear record of warehouse register, goods return to suppliers, waybills, issue notes, invoices, and so on.

Quality Control

• Ensure room and fridge temperatures are checked on a daily basis, recorded & submitted on a monthly basis to the pharmacy officer.
• Verify the quality of goods received by following up on issues that have not been accepted by end users
• Items should be stacked and arranged safely, neatly and in an identifiable and traceable manner - follow the storage and handling policy
• Ensure short expiry (6 months to expiry) are kept separately on a clearly marked shelf and are moved first. Short expiry
• Ensure all medication within the stores are stored at the required temperature and humidity and this is applicable during transit to dispensing pharmacies and pharmacy production units.
• Ensure all incidences that happen within the warehouse are reported timely and as per guidelines

Inventory Management

• Ensure orders to suppliers are made timely, using reorder level reports & follow up with procurement on any delays
• Ensure invoices received are verified with LPOs. Any price differences between the invoices and LPO’s to be confirmed with procurement department prior to receiving and report LPOs not delivered before close of business.
• Responsible for ensuring overall dispatch to dispensing pharmacies and pharmacy production units is done as per SOP.
• Monitor Stock such that there are no/ justified minimal stock-outs. Ensure fill rate is 100%
• Ensure random stock take within the stores is done as required & all variances are sorted out at the point of identification.
• Conduct weekly audits in the stores to ensure monitoring & reducing of Near expiry & short expiry as well as Return to suppliers

Financial Management

• Ensure store errors from dispensing pharmacies and pharmacy production units are closed within 24hours.
• Ensure and monitor FEFO is being complied with to omit expiries.
• Monitor and identify obsolete items and subsequently facilitate return to supplier.
• Share with end user slow moving non-stock items for consumption.
• Ensure no stock variances in the dispensing pharmacies and pharmacy production units.
• Take part in quarterly stock takes and explain any variances noted within timelines provided

Coordination

• Coordinate with the purchasers to ensure on-time delivery of items requested by end users.
• Ensure all deliveries from warehouses to various dispensing pharmacies and pharmacy production unit is as per SOP.
• Share Short expiry & slow-moving list with dispensing pharmacies and pharmacy production units on a monthly basis to help move items

Continuous Education

• Ensure a good understanding of the institutional policies and all staff are trained too.
• Be up to date with pharmaceutical regulations by attending programs for continuous development.
• Ensure all pharmacy and board regulations are in place in the stores and the medication stored/supplied is of high quality and efficacy

Reporting

• Prepare reports and summarize data including spending.
• Address Pharmacy section quality concerns (ISO, JCIA, latest supply chain trends)
• Manage the Pharmacy process and continuous improvement program.
• Address Pharmacy Stores audit matters and give feedback as indicated
• Monitor the seamless flow of invoices to the documentation team
• Ensure compliance with institution policies and procedures and do regular checks on the teams reporting to me to confirm their adherence to the same.
• Generate periodic reports as necessary.

Qualifications, Experience and Skills required:

• Diploma in Pharmaceutical Technology from a recognized institution
• Bachelor’s degree/Diploma in Purchasing and Supply Chain Management or a related field will be an added advantage.
• Registered with The Kenya Pharmaceutical Association
• Valid Practicing License from the Pharmacy and Poisons Board.
•  4 years’ work experience in the field of supply chain management
• Proficiency in MS Office – MS Excel, MS word, MS PowerPoint, etc.
• Experience in Inventory Control systems
• Excellent interpersonal and communication skills; Excellent telephone handling skills
• Ability to work independently as well as in a team environment