Admin Assistant

Aga Khan Health Service, Pakistan is looking for a seasoned and dynamic Admin Assistant.

Admin Assistant is responsible for the managing and supervising day-to-day administrative operations of their respective hospital.

Key Responsibilities:

• Closely watch and Safeguarding of Hospital Building and Hospital Assets
•  Daily visit of hospital and meet department staff to see the availability of equipment with functioning status and further repair requirement of building and equipment
• Quarterly asset count exercise of each department and share the report with Admin and AM Clinical Units with status and timely report if found any changes
• Check PPM and inform BME in case of breakdown of equipment with incident report
• Place requisition if required any equipment required at any time
•  Keep proper inventory record in the unit for all newly receiving equipment and share report with regional team
• Logistics management (ensuring proper maintenance and productive utilization of vehicle, availability of essential drugs, essential capital surgical, medical equipments and other assets and their safe and secure handling).
• Make sure that the staff in Pharmacy properly handing taking of drugs and supplies at unit and keep clear inventory record
• Make sure staff timely raise requestion for required demand holistically with regional warehouse and timely follow-up to get their required supplies
• Make sure unit head nurse watching, monitoring nursing department and crash cart properly maintained in all required areas with proper handing taking
• Assist regional management in annual planning and budget preparation for the unit
• To ensure staff availability in the unit as per their duty roster
• Attendance register should be proper sign off by all staff with coming and exit time
• Leave report must be shared with HR and AM Clinical at the end of each month
• Absenteeism,or untheorized leave of staff must be informed to regional HR and AM Clinical Unit
• Daily wager staff properly management to share their monthly daily wager sheet, timely take follow-up to their monthly wager payment and take HR guidance for their further continuation of services and contractual status on time
• Unit doctors, Head Nurse and Admin leave application must be shared with regional HR and AM Clinical Unit before leaving the facilities
• Make sure that all department has register to make entries in their departmental volume, inventory register, proper reporting format etc
• Make sure the staff proper entry of data in computer for reporting and registers in all required department must be available to entry data in OPD, dental, Doctors clinics, ultrasound, lab, x-ray, ECG, Emergency, MNCH and EPI side.
• Make sure monthly submission of report (DHIS & EDD report to DoH) and MIS to regional office on time.
• Periodically check data to see hospital progress and any shortcoming areas to improve the services
• Contributing to accurate HMIS (patient turn out, in patient-outpatient details, occupied bed days, bed occupancy comparing targets with achievements
• Cash Collection and Deposit Slip into Bank (Daily)
• Update Daily Income Summery (Daily)
• Maintain Petty Cash Account
• Preparing Petty Cash Voucher (Daily)
• Preparing Petty Statement (Monthly / Need Base)
• Request for re imbursement Fund (Need basis)
• Asset Verification (As Needed)
• Medicine Stock Verification (Monthly)
• Submission Monthly Report (Income and Expenditure) to Regional Finance (Monthly)
• Maintain Manual Receipt Stock and Monthly Reporting.
• Facilitate Unit In charge on financial mater and support Regional Finance (Need basis)
• Review Financial Performance through Monthly FMIS and budget control.

Job Skills, knowledge & Experience

Education: Preferably B.COM/M.COM and Command on MS Excel

• At least 1-2 years of experience in the relevant field 
• Thorough knowledge and understanding of supporting the administration function in proper manner
• Excellent interpersonal and communication skills
• Effective team management skills
• Ability to work independently with proper management of time
• Excellent report writing skills

AKHS is committed to reducing our impact on climate and the environment and have set ourselves the goal of striving for net-zero carbon operations by 2030. All staff are expected to take part in making this a reality. The Admin Assistant is expected to identify and understand which aspects of his/her work have most impact on the environment, and define tasks, work, and personal goals within his/her work plan to reduce these impacts and bring AKHS closer to net zero.