Career Opportunity at The Nairobi Hospital
Administrative Assistant – Ref: TNH/HRD/FOA/01/2025
The Nairobi Hospital, a leading healthcare institution in Eastern Africa, is seeking to recruit a passionate and results-oriented professional for the position of Administrative Assistant within the ICT Division. We are looking for a motivated individual who demonstrates a strong work ethic, a commitment to continuous improvement, and the ability to contribute to excellent patient outcomes. Join our team to help shape best practices in clinical and non-clinical operations as part of our Strategic Plan (2025-2029).
Job Summary
The Administrative Assistant will provide critical administrative support to the ICT Division, ensuring smooth operations and efficient service delivery. You will assist the ICT Director in organizing and maintaining files, preparing reports, facilitating communication, and ensuring the success of ongoing projects such as HMIS & ERP Cloud implementations.
Roles and Responsibilities
As the Administrative Assistant, your key responsibilities will include:
- Documentation and Organization:
- Organize and maintain files, reports, and project-related documents to ensure accessibility.
- Assist in preparing project reports, presentations, and meeting agendas.
- Compile data on project progress, timelines, and resource allocation.
- Communication and Correspondence:
- Serve as a liaison between the ICT Director and stakeholders, including internal teams, vendors, and clients, to ensure effective communication.
- Draft, type, dispatch, and follow up on internal and external correspondences for the department.
- Handle confidential project and client information with discretion and ensure compliance with relevant regulations.
- Meeting Coordination:
- Schedule departmental and divisional meetings, prepare necessary documentation, and ensure meeting rooms are set up appropriately.
- Record meeting minutes, action points, and follow up with team members to ensure timely implementation of decisions.
- Diary and Calendar Management:
- Manage the ICT Director’s diary, including scheduling and rescheduling appointments and coordinating related communications.
- General Administrative Support:
- Handle incoming and outgoing calls for the division.
- Receive and attend to visitors, providing a professional and welcoming experience.
- File and maintain departmental documents, ensuring easy retrieval when needed.
- Requisition and issue office supplies to ensure availability and accountable use.
- Process and submit documents requiring the Director’s approval and handle dispatching after approval.
- Request transport for departmental staff in line with organizational requirements.
- Complaints and Feedback Management:
- Receive, escalate, and track internal and external complaints to ensure timely resolution and feedback.
- Project Support:
- Assist the ICT Director in preparing and monitoring the capital expenditure budget.
- Provide administrative support to ensure successful delivery of the HMIS & ERP Cloud projects within set timelines and budget.
- Other Duties:
- Undertake any other responsibilities assigned by the supervisor to support divisional operations.
Competencies and Skills
To succeed in this role, you should demonstrate:
- Strong organizational and multitasking abilities in a fast-paced environment.
- Excellent communication skills, both written and verbal, to liaise effectively with stakeholders.
- Familiarity with ICT systems, software development processes, and technical terminology.
- A good understanding of project management principles and tools (e.g., Agile, MS Project, JIRA, Trello).
- Discretion and confidentiality in handling sensitive information.
- A proactive and problem-solving mindset.
Why Join Us?
The Nairobi Hospital offers a dynamic work environment where you’ll have the opportunity to contribute to impactful projects and enhance your professional growth within a leading healthcare institution.
