Administration Officer (Locum)

OVERALL RESPONSIBILITY

• Reporting to the Head of Facility and Healthcare Technology, the successful candidate will be responsible for coordination of activities within FMS department and other departments at the Aga Khan Hospital, Kisumu and its clusters which include but not limited to receiving Job request, material request and other correspondence.

KEY RESPONSIBILITIES

• Organizing and maintaining calendars for Head of Department and engineering staff, including scheduling meetings, appointments, and maintenance tasks.
• Preparing, filing, and organizing engineering documents, manuals, blueprints, service reports, audit reports and other important paperwork
• Updating and maintaining records related to equipment maintenance, repairs, inspections, and compliance reports.
• Logging and tracking work orders related to facility maintenance, repairs, or equipment installation. Liaising with technicians and team leads to ensure timely completion.
• Keeping track of engineering tools, spare parts, and supplies; assisting with inventory management and procurement of materials when needed
• Assisting in planning and scheduling preventive maintenance tasks for hospital facilities, equipment, and systems (HVAC, generators, water systems, etc.).
• Processing service requests from hospital departments and coordinating with engineers or contractors to resolve issues.
• Communicating with external vendors and service providers through MMD to arrange repairs, maintenance, and delivery of supplies or equipment.
• Ensuring compliance with hospital regulations and safety standards by maintaining up-to-date documentation related to equipment certifications, calibrations, inspections, and licenses.
• Helping the engineering department prepare for hospital accreditations and inspections by keeping safety protocols and records organized.
• Processing invoices from contractors and suppliers, tracking payments, and assisting with budget management for engineering projects.
• Acting as a liaison between the engineering department and other hospital departments (such as administration, clinical staff, or housekeeping) for maintenance and project updates.
• Coordinating communication with external contractors or service providers regarding on-site work, repairs, and installations.
• Responsible for general office administration duties.

The requirements

• Diploma in Business Administration
• Minimum 5 years of experience in a similar role.
•  Experience in the technical field or services industry will be an added advantage.
• Proficient in computer applications.