Aga Khan Hospital Careers

Job Summary

The Aga Khan University is looking to hire an Administrative Assistant who will provide efficient administrative support services to the Chair and the Program Director in   the Department of Paediatrics and Child Health. The job holder will work closely with the Program Director to ensure smooth running of the Paediatrics Residency program in line with ACGME accreditation standards.

Responsibilities

• Provide academic support for the Paediatrics Residency Program on behalf of the Program Director.
• Coordinate selection interviews for the residency program.
• In close consultation with Program Director and Chief Resident, prepare teaching and rotation schedules and ensure both schedules are disseminated to faculty and students.
• Ensure examination preparations are completed on time. Administer Continuous Assessment Test in liaison with the Program Director 
• Ensure the annually updated residency training manual is provided to the academic office in a timely manner. 
• Prepare attendance sheets for resident modules, send calendar invites of the modules, issue evaluation forms to residents presenting, and ensure the venue is booked and timetables are available. 
• Provide administrative support to the department of Pediatrics and Child Health as required.
• Record meeting attendance, provide minutes for departmental, board of examiners, dissertation, and DRTC meetings. 
• Work closely with Departmental Research Review Committee Chair to schedule dissertations reviews and compliance.  
• Provide administrative support for ACGME -I in all related matters.
• Work closely with PGME to ensure that ACGME-I requirements are met and adhered to.

Requirements

• Higher National Diploma in Business Administration or Secretarial Studies
• Desirable, Bachelor’s degree in business administration
• Proficiency in computer applications
• At least two (2) years of relevant experience
• Excellent written and oral communication skills.
• Excellent word processing and IT skills, including knowledge of a range of software packages.
• Ability to work under pressure and to meet tight deadlines.
• Excellent organizational and time management skills.
• Excellent interpersonal skills.
• Audio typing and shorthand skills
• Ability to relate well with faculty and hospital staff at all levels.
• Flexibility and adaptability to juggle a range of different tasks and work extra hours to meet deadlines

Responsibilities:

• Assist in guiding patients when selecting frames for proper fit and styling
• Maintaining shop displays
• Basic bookkeeping duties associated with tracking patient’s orders and recording purchases and other necessary information for each patient
• Working with sales professionals from vision care suppliers
• Ensuring that all orders arrive and are to the specifications of the patient

Requirements:

• Diploma in a Sales and Marketing related field from a reputable Institution
• 2 years’ work experience as an Optical Assistant
• excellent interpersonal and organizational skills

OVERALL RESPONSIBILITY

• Reporting to the Head of Outreach, the successful candidate will carry out administrative duties and ensure that the Outreach Centers provide quality and effective services as per the Hospital policies. 

KEY RESPONSIBILITIES

• Provide administrative and management support by overseeing general office operations.
• Ensure efficient and effective service delivery by properly managing Outreaches calendar events.
• Ensure all Outreach centers are visited quarterly to enhance supervision and efficient service delivery.
• Participate in Outreach Management team meetings and prepare monthly and quarterly reports for the Outreach.
• Review and monitor all petty cash claims for all centres.
• Proper maintenance of locum records to ensure timely and efficient processing of locum payments.
• Provide support and follow up on supply items not issued by MMD.
• Provide support and follow up on maintenance and repair issues.
• Effective communication and timely feedback to Outreach staff.

REQUIREMENTS

• Bachelor’s degree in management / administration or social sciences from a recognized University
• Two (2) years of experience in Office Administration.
• Excellent computer skills, including a high degree of proficiency in Microsoft applications
• Good organizational, problem solving and interpersonal skills.
• Excellent communication skills.
• Excellent Customer Service skills.

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

Job Purpose

• Reporting to the Assistant Manager, Contracts and Services with a dotted line to the Manager, CAPEX and Contracts, the Coordinator will assist in managing all AKU/ AKUHN assigned responsibilities as required to achieve the overall AKUHN Material Management Division goals.

Key responsibilities

Financial Management

• Assist to Source, select, and negotiate for the outsourced services in terms of quality, price, terms, deliveries and services with suppliers and sub-contractors assigned.
• Assist to coordinate projects and run RFP/RFQ in preparing sealed bids, analyzing tender reports from Quantity surveyors, prequalify contractors, prepare comparative analysis and recommendation.
• Assist to analyze price proposals, financial reports, and other information to determine reasonable prices.

Administration

• Assist and coordinate all activities in the procurement cycle for AKU/ AKUHN.
• Prepare Contracts for AKU/ AKUHN
• Responsible for the preparation and processing of purchase orders and documents in accordance with PSCMD policies and procedures.
• Receiving/delivery of goods and services and handing over documents to team on time as per the guidelines.

Quality Control

• Evaluate and monitor contracts to be sure that vendors and suppliers comply with the terms and conditions of the contract and to determine need for changes.
• Handle and monitor claims to vendors for services rendered.
• Meet with staff and vendors to discuss defective or unacceptable goods or services and determine corrective action.

Coordination

• Assist to source for new parts, suppliers, or sub-contractors when the need arises.
• Assist to Interview vendors and visit suppliers' premises to examine and review services, and prices.
• Assist to work out contractual agreements with suppliers for price discounts and implementation schedule.

Reporting

• Assist to coordinate team operations in accordance with guiding policy.
• Process invoices for payment/ LPO’s.
• Organise all site visits.
• Organise meetings for the team.
• Prepare site visit reports.
• Administration needs for the team.
• Book travel, accommodation etc. when need arises.
• Ensure that systems are in place to maintain and regularly update purchase records, data, files, and reports related to non-medical supplies purchases.
• Any other additional role given from time to time.

Qualifications, Experience and Skills required:

• Bachelor’s degree in Purchasing and Supply Chain field.  
• At least 5 years’ work experience in the field of Purchasing and Supply Chain Management.
• Candidates with experience in contract management and projects management will have an additional advantage.
• Proficiency in MS Office – MS Excel, MS word, MS PowerPoint, etc.
• Basic knowledge of Inventory Control systems.
• Business letters & report writing skills.
• Excellent interpersonal and communication skills; Excellent telephone handling skills
• Ability to work independently as well as in a team environment.
• Strong Negotiation skills and convincing power

Job Purpose/Summary 

The pivotal role of a Research Associate at the BMI involves a multifaceted approach to advancing knowledge and promoting mental well-being. In addition to participant recruitment, administration of interviews and tests, and data management, the Research Associate collects, analyzes, and reports data. They also coordinate with research stakeholders, assist in disseminating project results through various channels, and maintain instrumentation related to field or laboratory research. Moreover, the Research Associate provides technical support to researchers, contribute to designing research projects, and independently conduct work complementary to overall research objectives. Furthermore, they train and mentor others in research-related protocols, models, and instrumentation, while also having the opportunity to pursue independent research projects under the mentorship of Principal Investigators, thereby furthering BMI's research objectives and goals.

Key Roles and Responsibilities 

• Research Design Contribution: Provide input on methodology, sampling, and data collection tools to enhance research design and improve study processes and outcomes.
• Participant Recruitment: Develop strategies to attract eligible participants, engage with them to explain study objectives, screen for eligibility, and obtain informed consent.
• Data Collection, Analysis, and Management: Collect quantitative and qualitative data through surveys, interviews, and focus groups; organize and clean data; conduct analysis using tools like SPSS and NVivo; ensure ethical data management and produce comprehensive analysis reports.
• Research Partner and Stakeholder Coordination: Collaborate with research partners to ensure smooth project implementation, communicate timelines, and address challenges that arise.
• Instrumentation Maintenance: Ensure proper maintenance and calibration of research instruments, troubleshoot technical issues, and maintain records of maintenance activities.
• Technical Support for Researchers: Assist researchers in following protocols, provide guidance on data collection methods, and troubleshoot data-related issues.
• Manuscript Development: Draft initial manuscript versions based on research findings and support submission to journals.

Relevant Experience and Qualifications 

• Education: Bachelor’s degree in Anthropology, Sociology, Psychology, Public Health, or a related field (Master’s degree preferred).
• Additional Qualifications: Certifications or coursework in research methods, data analysis, or related areas are advantageous but not required.
• Experience: 2-3 years of experience in research coordination, data collection, analysis, and report writing, preferably in academic or research settings.
• Skills: Familiarity with both qualitative and quantitative research methodologies and data analysis.
• Publications: Experience drafting manuscripts, with at least two peer-reviewed publications.
• Ethics Training: Certified in human research ethics.

Job Purpose/Summary 

The Research Assistant at the BMI plays a vital role in supporting research endeavors under the guidance of Research Associates, Research Managers, and Principal Investigators. Their responsibility primarily revolves around assisting with participant recruitment, administering interviews and tests, and managing data collected during research activities. Additionally, they collaborate closely with the Research Associate/Manager to ensure the smooth execution of research projects, including coordinating with research partners and stakeholders, maintaining research instrumentation, and providing technical support as needed. The role may also involve assisting in the dissemination of project results through various channels, such as policy briefs, white papers, reports, conferences, and peer-reviewed publications.

Key Roles and Responsibilities 

• Participant Recruitment and Site Setup: Actively engage in participant recruitment using targeted strategies, assist with setting up research sites, including logistical and infrastructure preparations, and maintain accurate records of recruitment and site setup activities.
• Data Collection: Administer interviews, surveys, or other tools as directed by the study PI, ensure adherence to research protocols and ethical guidelines, and organize collected data systematically and securely.
• Technical Support and Collaboration: Provide technical support to researchers, collaborate with Research Associates, Managers, and PIs to facilitate project implementation, and assist in maintaining research equipment.
• Research Dissemination: Support the preparation of research reports, policy briefs, and presentations for conferences, and contribute to publishing research findings in peer-reviewed journals.
• Compliance and Ethics: Ensure compliance with ethical research standards, maintain participant confidentiality, and adhere to institutional and regulatory protocols.

Relevant Experience and Qualifications 

• Bachelor’s degree in psychology, Public Health, Anthropology, Sociology, Data Science, or IT.
• Additional certifications or coursework in research methods, data analysis, or project design are advantageous.
• At least 1 year of experience in research data collection, analysis, and report writing.
• Experience in academic or research settings is preferred.
• Familiarity with participant recruitment, data collection, and research ethics.
• Familiarity in data entry and analysis software such as SPSS, Excel, or REDCap.
• Experience co-designing project interventions with communities is an added advantage.

OVERALL RESPONSIBILITY

• Reporting to the Head of Department, the successful candidate will be responsible for providing clinical care in the Department of Medicine. He/She will be expected to be an active member of the multidisciplinary healthcare team at the hospital and to contribute to the hospital's continuing professional development programmes.

KEY RESPONSIBILITIES

• Provide quality medical care within the department.
• Drive growth and expansion of the scope of services within the department.
• Participate in the departmental quality improvement and patient safety agenda, fitting within the institutional overall objectives.
• Inculcate teamwork and a multidisciplinary approach to patient management.
• Support medical education as part of continuing professional development services within the department and the institution.
• Engage in teaching and mentorship activities of junior doctors and interns.

The requirements

• Master of Medicine in Internal Medicine from a recognized university
• Must be registered/licensed by the Kenya Medical Practitioners and Dentists Council
• Specialist Recognition by the Kenya Medical Practitioners’ and Dentists Council
• At least three years of post-graduate work experience
• Good public relations and communication skills

Responsibilities:

Regular duties and responsibilities

• Provide technical support for mechanical systems and equipment throughout the hospital as assigned including scheduled and unscheduled maintenance;
• Document all mechanical activities and test results according to department policy;
• Promptly respond to system/equipment Breakdown Maintenance (BDM) request from user Departments as per policy;
• Timely complete Preventive Maintenance (PPM) for mechanical system/equipment
• Liaison with user Departments for maintenance activities and report to team leader on issues arising. 

Periodic Duties/Responsibilities

• Participate in requests for special projects, such as new systems/equipment acquisition etc.
• Perform and document mechanical equipment and systems preventive maintenance as per schedule.
• Respond to maintenance requests as per department policy
• Participate in development of mechanical systems/equipment safety and device-specific in-service education to other technicians and equipment users as necessary.
• Participate in incident investigation and system/equipment performance analysis as required.
• Participate in development or review of emergency and safety plans related to use and operation of electrical system/equipment.

Qualifications and skills required:

• Diploma in mechanical engineering (Plant option) or equivalent qualifications
• 2 years  experience in a similar position. 
• Should have thorough knowledge on Steam boilers and steam systems, Waste incinerator, water systems, refrigeration and air conditioning, equipment functioning and maintenance
• Excellent communication and interpersonal skills
• Ability to overcome performance barriers.
• Willingness to learn & impart knowledge
• Computer literacy.

Additional skills required:

• Aptitude in Boiler working and maintenance.
• Plumbing
• Welding and fabrication
• Basic knowledge in Air compressors and vacuum systems
• Basic knowledge in Air conditioning systems