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 and timely issue of items.
• 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.
• 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 interpersonal/ communication skills
• Ability to lift heavy boxes, climb and bend.
• Knowledge of warehousing/stocking

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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
• Apply all functional computer applications to process daily front office transactions at compliance level standards
• 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. To know the down time and data protection procedure in the event of a system failure
• Register and admit patient’s accurately
• Beware of the down time and data protection procedure in the event of a system failure
• Account for and balance all monies collected from patients on daily basis
• Verify and confirm credit services that are applicable to corporate employees as per the account entitlement details
• In liaison with the relevant stakeholders, ensure that pre-authorizations are duly completed by the physician and sent to corporations for approval within 24hours
• Ensure accurate billing and data entry of patients
• Ensure patient biometric registration is done
• Assist other patient services staff when the need arises in order to foster overall efficiency of the department and deliver timely patient care
• Answer both internal and external phone inquiries 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 and update the contact details of patients. In addition, ensure realistic appointments are booked and rescheduling is done on timely basis.

Requirements:

• Diploma in Medical Records will be an added advantage
• 1 years working in a busy front office preferably in a service oriented industry
• Proficient in computers
• Proficient in handling, counting and recording cash & cash transactions