Exciting Career Opportunity at The Nairobi Hospital
The Nairobi Hospital, a leading healthcare institution in Eastern Africa, invites applications for an exciting opportunity to join our dedicated team. We are looking for a passionate, results-driven individual with a strong work ethic and commitment to excellence. The successful candidate will play a pivotal role in enabling good patient outcomes and shaping clinical and non-clinical best practices in alignment with our Strategic Plan (2025-2029).
We are seeking an Administrative Assistant (Ref: TNH/HRD/FOA/01/2025) to provide administrative support to the ICT Division. This role will contribute to the efficient and effective delivery of services within the division, ensuring the success of critical projects such as the HMIS & ERP Cloud initiatives. The ideal candidate will assist the Director and the team in achieving timely, budget-conscious project outcomes while maintaining smooth internal operations.
Roles and Responsibilities
- Document Management
- Organize and maintain important files, reports, and documents related to ongoing projects for easy access.
- Project Support
- Prepare project reports, presentations, and meeting agendas.
- Compile data on project progress, timelines, and resource allocation.
- Stakeholder Liaison
- Serve as the communication link between the Director and project stakeholders, including internal teams, vendors, and clients.
- Draft, type, dispatch, and follow up on internal and external correspondence for the Head of Division/Department.
- Confidentiality Management
- Handle sensitive information related to ICT projects and clients with the utmost confidentiality.
- Ensure all project data is stored securely and complies with relevant regulations.
- Meeting Coordination
- Schedule and organize departmental and divisional meetings.
- Prepare meeting documentation and ensure meeting rooms are set up as required.
- Minutes and Action Tracking
- Record meeting minutes and action points.
- Follow up with staff to ensure action items are implemented promptly.
- Diary Management
- Manage the Head of Division/Department’s schedule, including scheduling and rescheduling meetings and coordinating related communications.
- Correspondence Management
- Attend to internal and external correspondence for the Head of Division/Department and ensure timely follow-up.
- File and Document Tracking
- File and maintain divisional documents, ensuring ease of retrieval.
- Logistics and Supplies
- Request transport for divisional staff as required.
- Requisition and issue office supplies to ensure availability and accountable use.
- Budget Monitoring
- Assist the Head of Division/Department in preparing and monitoring the capital expenditure budget.
- Call and Visitor Management
- Handle incoming and outgoing calls for the division.
- Receive, screen, and direct visitors to ensure an optimal guest experience.
- Complaint Handling
- Receive, attend to, and escalate internal and external complaints, ensuring timely feedback and closure.
- Approval Coordination
- Process and submit documents requiring approval and dispatch them upon completion.
- Additional Responsibilities
- Undertake any other duties assigned by the supervisor to ensure divisional goals are met.
Knowledge and Competencies
- Project Management Knowledge: Familiarity with principles (e.g., Agile, Waterfall), tools (e.g., MS Project, JIRA, Trello), and methodologies.
- Communication Skills: Exceptional verbal and written communication skills to liaise effectively with stakeholders.
- Organizational Skills: Ability to manage multiple priorities efficiently in a dynamic environment.
- Team Collaboration: Strong interpersonal skills to work as part of a high-performing team.
How to Apply
If you are passionate about making a difference in healthcare and meet the requirements for this role, we invite you to apply.
