Job Vacancies at Aga Khan University Hospital

Job Purpose:

To stock, manage and supply consignments items, medical surgical, pharmaceutical, pathology and radiology, Food & Beverage, Engineering, CAPEX and general stores inventory, non-inventory items required by various hospital-wide, outreach and University Centre users.  Accurate reporting of inventory held within respective areas of responsibility.

Responsibilities:

• In charge of the assigned warehouse and/or Sub Store
• Service material requests from end-users.
• Ensure accurate, timely and complete posting and updating of transactions in the system, accurate and timely issue of items.
• Stack Items safely and neatly i.e., identifiable, and traceable.
• Ensure there are no stock outs by pre-empting the purchaser on items running low on stocks.
• Recommend optimum quantities of items to be replenished.
• Receiving of inventory from vendors against Purchase Orders, verifying quantity and quality.
• Accurate and on-time receiving and verification of invoices and forwarding to Finance for processing.
• Assist in maintaining minimum stock days.
• Verify the quality of goods received from vendors/Warehouses/Sub stores.
• Follow up on issues that end users have not accepted.
• Adhere to the FEFO method of stock movement.
• Manage a minimum value of expiries and items being obsolete.
• Take part in quarterly stock takes.
• Reporting; Ensure daily submission of checklist, Monthly on-time submission of bulk SPR for inventory replenishment, slow moving inventory, approved disposal forms and QVR reports.
• Control short expiry items/non-moving and slow-moving items and coordinate with satellite stores and receiving teams to ensure their timely returns to suppliers.
• Responsible for overseeing daily temperatures logs – both storage areas and fridges with supervision from immediate supervisor.
• Ensure stock transfers/ material stock issues and SPRs are checked and signed as per laid down procedures.
• Ensure daily replenishments of SPRs are done efficiently and on a timely mannder as per prescribed schedules.
• Ensure general neatness and cleanliness of the main stores.
• Ensure daily submission of inventory checklists, monthly on time submission of buld SPR for inventory replenishment, slow moving inventory report, expired inventory report, approved and signed disposal forms and Quality Variance Reports (QVR).
• Any other duties that may be assigned by PSCMD Supervisor, Assistant managers, managers and PSCMD leadership, which may include support the role and function of Purchase Assistant.

Qualifications, experience and skills requirements:

• Business-related Diploma or Certification. 
• Membership to the Chartered Institute of Purchasing & Supply (CIPS) or Chartered Institute of Logistics (CILT) or Kenya Institute of Supplies Management (KISM) will be an added advantage.
• At least two years of work experience in a related field/work environment
• Proficiency in working with MS Office – MS Excel and MS word
• Ability to work in a team, has initiative and is proactive
• Excellent customer service skills and customer focus,
• Excellent interpersonal/ communication skills
• Attention to detail and problem-solving skills.
• Ability to lift heavy boxes, climb and bend.
• Knowledge of warehousing/stocking

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Key Responsibilities:

The incumbents will offer seamless support towards the provision of HR functional support.  This will include but not limited to:

•  Meeting scheduling – handling bookings, minute taking, participant confirmations.
•  Drafting all HR related correspondence using prescribed templates.
•  Support in administration of medical benefits for employees and eligible dependents.
•  Processing of resignations accepted at departmental level.
•  Support in sending triggers to Departments to facilitate preparation of contract extensions/conclusions as and when required.
•  Assist in ensuring timely confirmation of new staff on completion of probation.
•  Timely enrolment of benefits in line with institutional policy.
•  Provide support in processing pension/provident fund withdrawal forms to Jubilee Insurance.
•  Ensure that clearance forms and final letters are sent to finance in a timely manner to facilitate payment of final dues.
•  Provide support in responding to leave queries/troubleshooting.
•  Record management - filing HR correspondences on physical files and DOC-IT
•  Updating HR Quality Variance Reports before the 5th of the following month
•  Support in processing monthly pool forms
•  Support in primary source verification of academic certifications for new employees
•  Any other duties that may be assigned from time to time.

 
Qualifications, experience, and skills required

•  Diploma/Higher Diploma in Human Resource Management
•  1 - 2 year’s HR administrative work experience in a busy HR set up
•  Working knowledge of the Kenyan labor laws
•  Proficiency in MS office packages
•  Excellent written and verbal communication skills
•  Demonstrated excellence in organizing priorities.
•  Good customer service
•  Good analytical skills
•  Ability to work under pressure.
•  Demonstrated ability to preserve confidentiality.