Career Opportunities at Nairobi Hospital

REF: TNH/HRD/HOA & O/08/21

Reporting to the Finance Manager, the Finance Operations Lead will provide leadership to the central finance operations function in the implementation of sound accounting and financial control procedures including but not limited to the timely and accurate processing of all payments to 3rd parties including Doctors’ payments in with the Hospital policies and procedures and International Financial Reporting Standards (IFRS).

ROLES AND RESPONSIBILITIES

1. Provide oversight for doctor payments processes including allocation and reconciliation offunds to doctor accounts.
2. Ensure timely and accurate statements are shared monthly.
3. Review and ensure timely and accurate processing of payments to doctors.
4. Supervise the accounts payable cycle from LPO approval, invoice and GRN mapping to payments to suppliers.
5. Prepare payments for review and setup for execution wires (across multiple currencies) and other bank related activities.
6. Engage with procurement for policy and process and delegation matrix adherence.
7. Perform supplier accounts reconciliations.
8. Continuously resolve reconciling differences.
9. Continuously resolve all vendor issues in a timely basis.
10. Coordinate the preparation of accurate and up-to date financial and management accounting information to facilitate decision making.
11. Participate in the annual budgeting cycle and periodic financial reporting cycles.
12. Coordinate the preparation of financial analysis for outpatient centres.
13. Ensure full integration of all ERP financial transactions.
14. Ensure the posting of relevant journals accurately and timely and participate in the monthly reporting cycle.
15. Perform reconciliations from ERP to HMIS.
16. On a monthly basis coordinate the filing of all ledger account reconciliations.
17. Establish and maintain effective internal control systems and procedures.
18. Coordinate the internal and external audit process across the organisation.
19. Ensure provision of information to the auditors on a timely manner.
20. Follow up on and close internal and external audit issues raised as per audit issue trackers.
21. Facilitate appropriate performance management, training and development for central finance staff members.
22. Equip non-finance managers with appropriate knowledge for financial decision making.
23. Ensure taxes are accurately filed on time.
24. Proactively manage any taxation issues on anongoing basis.
25. Act as liaison with tax consultants.
26. Participate in cash flow management for the organization by managing supplier payments as per payment terms. 

EDUCATION AND EXPERIENCE

• Bachelor’s degree in Business Administration, Economics, Finance or other business–related fields from a recognized institution.
• Must be a qualified accountant with relevant professional qualifications such as Certified Public Accountant (CPA–K) or ACCA.
• Minimum of 5 years accounting experience with 3 years at supervisory level.

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REF: TNH/HRD/RA/08/21

Reporting to Management Accountant, the successful candidate will be responsible for this role for ensuring the timely and accurate preparation of periodic financial information and annual budgets for use by Management and the Board of Management in line with International Financial Reporting Standards (IFRS).

 ROLES AND RESPONSIBILITIES

• Prepare monthly and quarterly management accounts and other management reports required from time to time for decision-making.
• Prepare divisional reports, record variances for deviation from performance, reasons, and record corrective management actions.
• Prepare budgets on an annual basis,
• Prepare divisional and corporate forecasts on a periodic basis.
• Prepare weekly flash reports for management meetings including income and expenditure, operational statistics as well as cash flow.
• Liaise with Senior Accountants in reviewing accounting and management reporting systems to ensure accuracy, completeness, and relevance.
• Support audit exercises by providing required information to both internal and external auditors.
• Cure and close any relevant audit issues arising.
• Enhance the quality of reporting: Analysis reports such as Revenue Vs Costs per income line, trend analysis, insights, OPC management etc. to be captured.
• Ensure General Ledger reconciliations are performed monthly. Perform HMIS to ERP reconciliations monthly.
• Any other responsibility assigned to the jobholder by the supervisor from time to time

EDUCATION AND EXPERIENCE

1. Bachelor’s degree in Business Administration, Economics, Finance or other business-related fields from a recognized institution.
2. Must be a qualified accountant with relevant professional qualifications such as Certified Public Accountant (CPA-K) or ACCA.
3. Minimum of 3 years’ management accounting experience.

CORE COMPETENCIES

1. Excellent understanding of International Financial Reporting Standards (IFRS)
2. Excellent grasp of Financial and Management Accounting; Taxation and relevant legislation.
3. Knowledge of accounting principles and practices, the financial markets, banking and the analysis and
4. reporting of financial data.
5. Preparation of Financial Statements.
6. Knowledge of regulatory requirements and regulations related to the health care sector.
7. Sound knowledge of macroeconomic and microeconomic environment.
8. Working knowledge of financial information management systems
9. Communication skills including presentation and facilitation skills
10. Analytical skills
11. Integrity
12. Ability to work under minimal supervision.
13. Problem solving skills.
14. Communication and Presentation skills.
15. Ability to work under pressure
16. Accountability

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REF: TNH/HRD/A&C A/08/21

Reporting to Management Accountant, the successful candidate will be responsible for this role for developing a cost accounting framework for clinical, operational, and financial information systems. The assets and cost accountant will run with accounting for all Hospital projects as well as manage the Fixed assets and Inventory records.

ROLES AND RESPONSIBILITIES

• Prepare detailed cost reports, identifying key overspends and variances and identifying opportunities of improvements. Together with the clinical teams, participate in the costing and pricing of services and packages, prepare margin analysis and trace costs back to the activities. Minimize variances between actual and standard costs and give report on
• possible causes of variances which occur.
• Support Cost savings programs in the value chain in line with cost targets;
• Establish a dynamic cost monitoring & ongoing forecasting process in line with changing business environment.
• Provide Decision Support Analysis for all strategic business initiatives around capital investments, projects, pricing, and costing. Continuously review pricing policy is update and fit  for purpose. Participate and provide inputs to annual budgeting processes.
• Manage the fixed asset register and update with additions, disposals, and transfer.
• Monthly reconciliation of the fixed asse register and movement schedules as well as
• Work in Progress accounts. Coordinate impairment testing as well as manage fixed assets disposal process.
• Establishing and implementing inventory management policies and procedures.
• Conduct physical inventories count periodically, share inventory reports as well as
• monthly reconciliation of stocks, movements, and costs.
• Prepare and distribute daily, weekly, monthly, and ad-hoc inventory levels and consumption reports to all the relevant departments. In liaison with procurement department, plan and maintain cost efficient and economic inventory levels.
• Monitor the progress of projects, maintain project related records.
• Prepare and process all project related financial transactions. Ensure that various projects billings are issued, and payments made in accordance with financial policies and procedures.
• Prepare project financial reports.
• Participate in the month-end and year-end closing of the General ledger as well as the internal and external audits. Generate reports for management, internal and external audits.

EDUCATION AND EXPERIENCE

• Bachelor’s degree in Business Administration, Economics, Finance, or other business-related fields from a recognized institution.
• Must be a qualified accountant with relevant professional qualifications such as Certified
• Public Accountant (CPA-K) or ACCA.
• Minimum of 3 years’ Cost and Inventory accounting experience.
• Project accounting experience will be an added advantage

CORE COMPETENCIES

• Excellent understanding of International Financial Reporting Standards (IFRS)
• Excellent grasp of Financial and Management Accounting; Taxation and relevant legislation.
• Knowledge of accounting principles and practices, the financial markets, banking and the
• analysis and reporting of financial data.
• Cost accounting expert with preparation of Financial Statements experience.
• Knowledge of regulatory requirements and regulations related to the health care sector.
• Sound knowledge of macroeconomic and microeconomic environment.
• Working knowledge of financial information management systems
• Communication skills including presentation and facilitation skills
• Analytical skills
• Integrity
• Problem solving skills.
• Communication skills.
• Ability to work under pressure
• Accountability

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REF: TNH/HRD/BA/08/21          

Reporting to Finance Manager the successful candidate will be responsible for monitoring various business information trends, research and providing relevant reports to facilitate decision making.

ROLES AND RESPONSIBILITIES

• Reviewing and analysing businesses and collating it into management information in a timely fashion for strategic and operational decision making.
• Monitoring various business information trends and providing reports to facilitate decision making.
• Communicate technical insight from analytics and modelling to senior executives in a business-oriented and pragmatic way.
• Providing support in modelling of projects and financial appraisals of investments projects and new services to drive key investments decisions.
• Identifying, documenting, and proposing improved procedures to close identified gaps.
• Participating in reviewing and developing effective business and divisional KPIs and related performance dashboards/ scorecards. Support overall organizational strategy.
• Providing support for continuous business process reviews, risk identifications and control design as well as compliance monitoring through exception reports.
• Participating in alignment of the ERP to evolving business processes in liaison with ICT.
• Championing customer services excellence and continual improvement.
• Any other duty as may be assigned from time to time

EDUCATION AND EXPERIENCE

• Business degree in Accounting/ Finance, Statistics/Actuarial Science IT Literate and proficient in accounting software applications.
• Six (6) years progressive working experience in analytics, three (3) of which must be at a senior level.
• Analytics experience is an added advantage

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REF: TNH/HRD/PA/08/21

Reporting to the Payroll Officer, the successful candidate will be responsible for providing support in the processing of the staff payroll including payment to consultants and locums and submit the remittance of the related statutory deductions in line with established guidelines.

ROLES AND RESPONSIBILITIES

1. Prepare and process the staff monthly payroll in an accurate and timely manner.
2. Submit payroll related statutory deductions including PAYE, NSSF, NHIF and HELB in line with applicable tax legislation.
3. Reconcile payroll account to maintain accurate account balances and comply with established guidelines.
4. Investigate discrepancies of payroll information and/or documentation to ensure accuracy and adherence to procedures prior to processing.
5. Reconcile information between payroll and pension to ensure accuracy of records and employee payments.
6. Reconcile payroll and insurance-related information including payroll reports and requirements to ensure accuracy of payroll and insurance records.
7. Ensure accurate data entry and updating of payroll information in the system in compliance with established policies and regulatory guidelines.
8. Initiate changes in the master file and incomes and deductions.
9. Initiate the monthly staff advance list for unionizable staff.
10. Print and dispatch payslips of staff, P9 forms for staff.
11. Initiate the PRN in the itax platform in line with requirements; and
12. Any other responsibilities that may be assigned to the job holder by the supervisor from time to time.

EDUCATION AND EXPERIENCE 

1. Bachelor’s degree in Accounting, Finance, or any other business-related field from a recognized institution.
2. Partial accounting qualification i.e. CPA Part II or ACCA 2.
3. Minimum of 2 years’ experience in payroll accounting.
4. Knowledge of using Perpay systems will be an added advantage

CORE COMPETENCIES

• Excellent understanding of International Financial Reporting Standards (IFRS)
• Excellent grasp of Financial and Management Accounting; Taxation and relevant legislation.
• Knowledge of accounting principles and practices, the financial markets, banking, and the analysis and reporting of financial data.
• Preparation of Financial Statements.
• Knowledge of regulatory requirements and regulations related to the health care sector.
• Working knowledge of financial information management systems
• Demonstrated ability to engage and influence senior level leaders regarding key business priorities, issues, and initiatives.
• Communication skills
• Analytical skills
• Integrity
• Ability to work under minimal supervision.
• Problem solving skills.
• Communication skills.
• Ability to work under pressure
• Accountability

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REF: TNH/HRD/P0/08/21

Reporting to the Procurement Manager, Medical & Non-Medical, and the successful candidate will be responsible for implementing the Hospital’s sourcing, tendering, and purchasing activities to ensure efficiency, cost effectiveness and value for money in line with the Hospital’s objectives.

ROLES AND RESPONSIBILITIES

• Provide support and guidance to user departments in the development of specifications.
• Ensure efficient and cost-effective sourcing and delivery of materials, services and/or equipment to user departments.
• Develop and implement sourcing strategies for spend management, supplier development and management, category buying, contracts, vendor managed inventory and rating processes amongst others.
• Lead supplier pre-qualification, selection and development processes, quotation, and tender processes in a timely and transparent manner.
• Contribute to lead-time reduction and demand management initiatives to optimize inventory levels.
• Ensure cost-effectiveness, quality and timely procurement and delivery of all supply’s services.
• Manage development and preparation of contracts and ensure all contracts renewals reviews are done on time.
• Prepare appropriate financial, inventory and other reports; and
• Any other responsibilities that may be assigned to the job holder by the supervisor from time to time.

EDUCATION AND EXPERIENCE

• Bachelor’s Degree in Commerce, Economics, Supply Chain Management, or any other related field from a recognized institution.
• Graduate Diploma in Purchasing and Supply.
• Minimum of 3 years’ experience in local and international procurement.

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REF: TNH/HRD/PT/08/21

Reporting to Senior Pharmacist, the successful candidate will be responsible for coordinating the daily operations of the pharmacy store including inventory control and management in line with established procedures.

ROLES AND RESPONSIBILITIES

• Ensure timely processing of documents, stock, ordering, receiving, issuing and variance reconciliation.
•  Conduct effective demand and supply analysis for medicines in a timely manner
• Coordinate all stores operations including ordering, receiving, storage, issuing and record management.
• Implement best practice stocks ordering, storage processes and eliminate expiries/obsolesce/damage in storage.
• Receive medicines from suppliers in collaboration with the joint receiving team.
• Ensure processing of stores’ documents is carried out daily and forwarded within established timelines.
• Undertake inventory controls by ensuring all medicine stocks received from other stores or suppliers are accounted for and reconciled in a timely manner.
• Facilitate timely stock ordering and follow ups for replenishment.
• Ensure the store has adequate space to accommodate all items coming on a daily basis for efficiency in operations.
• Maintain accurate records and tracking of all medicine stock items through the delivery notes, stock requests and issue reports by processing all issues and receipts on daily basis.
• Prepare reports in a timely manner in order to give account of stocks and determine the necessary actions.
• Act as the key person in item creation in the system and responsible for pricing.
• Ensure security of all medicines stored in the pharmacy store and enforce access control to the store from non- store staff.
• Ensure accurate and thorough physical counting of medicine stocks during stock taking and speedy variance explanation.
• Carry out filing and archiving of documentation related to store management; and
• Any other responsibilities that may be assigned to the job holder by the supervisor from time to time.

EDUCATION AND EXPERIENCE

• Diploma in Pharmaceutical Technology from a recognized institution.
• Must have valid registration and hold a valid practicing license with the Pharmacy and
• Poisons Board of Kenya.
• Minimum 2 years’ relevant experience preferably in a hospital environment.

CORE COMPETENCIES

• Knowledge of pharmacokinetics, pharmacology, and pharmaceutics
• Understanding of the human anatomy
• Basic knowledge of nutrition supplementation
• Experience in warehousing and inventory management.
• Thorough understanding of procurement laws and procedures.
• Knowledge and experience in demand and supply system and best procurement practices.
• Knowledge and effective application of all procurement and relevant hospital policies, processes, procedures, and guidelines to consistently achieve required compliance standards or benchmarks
• Highly analytical and excellent negotiation skills
• Good interpersonal and communication skills
• High level of integrity
• Knowledge of supply chain management in multiuser/network environment
• Knowledge of international procurement and logistics management
• Attention to detail
• Planning and organizing skills
• Accountability

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REF: TNH/HRD/SO/08/21

Reporting to Procurement Manager, General Warehouse & Distribution, the successful candidate will be responsible for coordinating the daily operations of the hospital’s store including inventory control and management in line with established procedures.

ROLES AND RESPONSIBILITIES

1. Ensure timely processing of documents, stock, ordering, receiving, and issuing and variance reconciliation.
2. Conduct effective demand and supply analysis in a timely manner.
3. Coordinate all stores operations including ordering, receiving, storage, issuing and record management.
4. Implement best practice stocks ordering, storage processes and eliminate expiries/obsolesce/damage in storage.
5. Receive items from suppliers in collaboration with the joint receiving team.
6. Ensure processing of stores’ documents is carried out on a daily basis and forwarded within established timelines.
7. Undertake inventory controls by ensuring all stocks received from other stores or suppliers are accounted for and reconciled in a timely manner.
8. Facilitate timely stock ordering and follow ups for replenishment.
9. Prepare and coordinate implementation of the duty roster for staff to ensure adequate staffingin the store at all time.
10.  Ensure the store has adequate space to accommodate all items coming on a daily basis for efficiency in operations.
11. Maintain accurate records and tracking of all stock items through the delivery notes, stock
12. requests and issue reports by processing all issues and receipts on daily basis.
13. Prepare reports in a timely manner in order to give account of stocks and determine the necessary actions.
14. Act as the key person in item creation in the system and responsible for pricing.
15. Ensure security of all materials stored in the store and enforce access control to store from non- store staff.
16. Ensure accurate and thorough physical counting of stocks during stock taking and speedy variance explanation.
17. Carry out filing and archiving of hospital documentation related to store management; and
18. Any other responsibilities that may be assigned to the job holder by the supervisor from time to time.

EDUCATION AND EXPERIENCE

• Bachelor’s degree in Supply Chain, Procurement or any other related field from a recognized institution.
• Full professional qualification in Purchasing and Supplies Management.
• Must be a Professional Member of Kenya Institute of Supplies Management with a valid practising license.
• Minimum of 3 years’ stores management or procurement experience in a large establishment.

CORE COMPETENCIES

1. Experience in warehousing and inventory management.
2. Thorough understanding of procurement laws and procedures.
3. Knowledge and experience in demand and supply system and best procurement practices.
4. Knowledge and effective application of all procurement and relevant hospital policies, processes, procedures and guidelines to consistently achieve required compliance standards or benchmarks
5. Highly analytical and excellent negotiation skills
6. Good interpersonal and communication skills
7. High level of integrity
8. Knowledge of supply chain management in multiuser/network environment
9. Knowledge of international procurement and logistics management
10. Attention to detail
11. Planning and organizing skills
12. Accountability

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REF: TNH/HRD/STSS/08/21

Reporting to the Manager, General Warehouse Will Undertaking daily stores operations and overall store inventory control management and supervision of the staffs within the store supporting the efficient and effectively customer service and satisfaction.

ROLES AND RESPONSIBILITIES

• Supervising stores staff and coordinating all stores operations including ordering, receiving, storage, issuing, and records management.
• Ensuring timely processing of documents, stock ordering, receiving, issuing, variance reconciliation and timely servicing of customer requisitions.
• Managing stores staff duty Rota and ensuring effective shift handover processes.
• Ensuring reconciliation of stocks returns following completion of theatre procedures in liaison with the Charge Nurse.
• Analysing and reporting significant stock variances and expiry status monthly and identify, possible remedial and taking appropriate action.
• Enhancing inventory controls by ensuring that all stocks received from other stores or suppliers are accounted for and reconciled.
• Facilitating timely stocks ordering and follow-ups for replenishment.
• Continuously review stock levels and ensure safe custody of high valued stock and dangerous drugs.
• Maintaining accurate recording and tracking of all stock items through the delivery notes, stock request and issue reports by processing all issues and receipts on a daily basis.
• Ensuring security of all materials stored in the store and enforce access control to store by non-store staff.
• Ensure accurate and thorough physical counting of stocks during stock taking and speedy variance report.
• Prompt recording of customer concerns/complaints into a customer register and ensure complaints are dealt with speedily and effectively.
• Any other duty as may be assigned from time to time.

EDUCATION AND EXPERIENCE

1. Degree in purchasing and supplies management or business-related course.
2. Diploma in procurement, logistics or equivalent is an added advantage.
3. Over 3 years working experience with 1 year a similar supervisory position
4. Certified and practicing procurement Professional Member of KISM.
5. Good warehousing, distribution, logistics knowledge preferably in multi user environment.
6. Knowledge of public procurement and disposal procedures and related regulations
7. Demonstrated Proficiency in ERPs and excellent use of computer based tools e.g. MS office suite.
8. Ability to work under pressure, strict deadline and sound decision making ability.
9. Good interpersonal and communication skills with demonstrated effective customer facing skills.
10. Demonstrate excellent negotiation, analytical, presentation and problem solving skills
11. High level of integrity, resourceful and possess high drive to excel

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REF: TNH/HRD/PFLO/08/2021

Reporting to the Trust Secretary the successful candidate will be responsible for liaison of all provident fund matters for the Kenya Hospital Association Provident Fund. Acting as first contact and conduit for the provident fund in communicating specialist and technical information to members and potential members. The job holder will provide support to all levels of staff and will require excellent communication and customer care skills.

Main Duties & Responsibilities:

1. Maintain a detailed knowledge of relevant Provident fund rules and benefits so that members have a point of contact to discuss their provident fund requirements and the options available to them in respect of their provident fund benefits.
2. Oversee the processing of provident fund related information to and from the schemes and other third parties which is performed by the Payroll Officer.
3. Ensure procedural documentation and membership records are accurate and information provided to the schemes is appropriate and timely.
4. Initiate the development of electronic data transmission processes as required by the scheme to provide information in the required format.
5. Liaising and networking with provident fund professionals at other institutions and preparing a briefing note to the Senior Management summarizing the issues raised during the meeting.
6. Inform line manager & Director of HR of matters arising which could potentially affect the Hospital’s policies, procedures and financial commitments.
7. Assist in providing data and advice to the Hospital’s management on matters affecting employees’ provident fund rights and the potential commitment of KHA funding.
8. Obtain estimates of early retirement costs and associated benefits for senior management to make the appropriate budgetary provision.
9. Review and process subsequent invoices for payment notifying any changes to the relevant Accountant.
10. Obtain information required/requested by individuals from the relevant Provident Fund.
11. This might include but not limited to Annual Allowance calculations, transfer of benefits or declaration of wishes documentation.
12. Develop and Maintain the Hospital’s Provident Fund Web pages and review the content of
13. the site, making recommendations for any changes.
14. Support members in their planning for retirement by ensuring they are aware of the different options available for increasing their provident fund benefits. This might include, but not limited to conducting pre-retirement training to inform members of their retirement options, completing and processing retirement papers as required. 
15. Ensure employees interpret their benefit options correctly and when required, provide confidential professional support on complex issues. This may involve researching employee’s provident fund history with the schemes in order to give appropriate advice.
16. Co-ordinate & organize on-site provident fund clinics and presentations in liaison with officials from the Scheme.
17. Prepare and submit (subject to review) annual provident fund returns.
18. Train relevant employees in provident fund matters so that they are able to respond to general queries and assist in the administrative processes involved.
19. Performing any other duties that may be assigned from time to time depending on the need and urgency.

Qualifications, Skills & Experience

• Bachelor’s Degree or equivalent in Actuarial Science, Mathematics, Economics, Finance, Accounting, Business Administration or a related field.
• A minimum of three (3) years of relevant professional experience in pension benefit management, investment of assets of pension schemes in the capital market or actuarial services.
• Familiarity with actuarial issues, finance and accounting activities and the functioning of the pension unit.
• Experience of pension management with organizations and/or actuarial practice would be an advantage.
• Fully conversant with standard software applications (Word, Excel, and PowerPoint); ERP proficiency as well as familiarity with pension software would be an advantage.
• Experience of Defined Benefit and Defined Contribution pension scheme legislation.
• Experience in administering defined benefit pension schemes within a large organization.
• Experience of working with a sophisticated integrated HR/Payroll Systems
• Experience of effectively organizing a busy workload with sometimes conflicting priorities, to meet deadlines.
• Excellent interpersonal, supervisory, communication, administrative & customer care skills.
• Confirmed analytical skills, good organizational skills, ability to multitask; work with attention to details.
• Excellent negotiation skills.