Job Description

Under direct supervision of the Health Manager, the Hospital Matron will be responsible for the daily administration and running of the Level 4 Hospital and offer technical oversight support supervision to the other Health Dispensaries in Kakuma Refugee Camp.

Key Responsibilities

Program management:

• In coordination with the Health Manager, formulate program goals, objectives and intervention strategies and participate in the budgeting process.
• Ensure that all hospital activities are implemented as outlined in the project documents.
• Review the program activities and priorities on a regular basis updating the Supervisor on gaps and/or provide recommendations on how to improve quality of services.
• Participate in planning and implementing health assessments, surveys and campaigns.

Human Resource:

• Overall supervision of all nursing and administrative staff.
• Routinely monitor staff performance according to their job description and provide written feedback in a timely manner.
• Handle leave and R&R plans of nursing staff administrative staff working in the hospital to ensure adequate coverage of the hospital, including nights and weekends.
• Compile and submit the call list to the Supervisor at the end of every month for the beginning of the next month.
• Convene and attend monthly meetings with Health Manager, Hospital staff including the incentive staff (Refugees) to exchange information and problem solving.
• Handle disciplinary issues amongst supervisees as they arise with support of the Supervisor and field HR focal person.
• Take part in the recruitment process of all nursing positions, including participating in the interview process.

Program activities:

• Ensure all hospital activities run smoothly and services are provided timely and efficiently.
• Ensure quality of care is given to all patients accessing the hospital.
• Ensure universal precautions and infection prevention guidelines are followed in service provision.
• Coordinate and conduct regular in-service training and refresher courses for the nursing staff, both National and Incentive (Refugees) staff.
• Make sure all hospital departments have written Standard Operating Procedures that guide the day-to-day activities.
• Ensure quality of care is maintained through sharing of updated MOH, WHO, UNHCR guidelines and protocols.
• Assist in ordering of medical supplies on a trimester basis, in line with the projected consumption and available funding.
• Ensure all medical items for hospital use, in the warehouse are released in a timely manner with accurate documentation of the same.
• Keep an inventory of all the health facility assets, and update this on a monthly basis. Share the same with the Health Manager and Supply Chain Manager monthly.
• Attend and participate in weekly Continuous Medical Education (CME) sessions.
• Attend and co-chair the daily morning hospital handover meetings, together with the head of Health.
• Co-ordinate timely referrals of in-patients through the referral officer and Health Manager.
• Identify hospital facility and equipment in need of repairs and submit to supply chain.

Reporting and Coordination:

• Review, authorize and keep accurate records of all requisitions, duty rosters and applications for leave.
• Ensure that all HIS statistical reports are accurate and submitted on a weekly basis.
• Evaluation of services through supervising morbidity and mortality rates through monthly statistical reports.
• Forward hospital daily categorized patients bed occupancy to the Health Manager.
• Keep the Health Manager advised of major issues at the hospital regularly.
• Maintain an updated record and submit regular inventory reports of hospital equipment and furniture.

Others:

• Carry out other relevant duties as may be required or assigned by your supervisor.

Key Result Areas.

• Overall supervision and coordination of nursing activities.
• Ensuring quality of care is given to all patients accessing the hospital.
• Ensuring proper coverage of all the departments through proper R n R/ leave management.

Qualifications

• Professional qualification in Nursing. (BSN degree)
• Registered with the Nursing Council.
• At least 3years professional experience preferably in a supervisory/in-charge position.
• Postgraduate training in public health, health services management or any relevant field is an added advantage.

Required Experience & Competencies:

• Good clinical knowledge and skills.
• Ability to write clear, concise reports and well developed communication skills
• Excellent organizational, communication, interpersonal, writing, and communication skills required.
• Digital literacy (Complete MS Office package and any database management and analysis).
• Must be a great teammate, flexible and culturally sensitive.
• Ready to work in difficult environmental conditions with displaced communities.
• Ability to accept the possibility of insecurity in the project areas and obey security rules and standard operating procedures.

Reporting to the Supply Chain Coordinator, the Supply Chain Manager - Warehouse & Logistics is responsible for the efficient coordination and management of all Warehousing, assets, transport, fleet, and equipment management functions for IRC’s office locations. The position will also be responsible for the standardization of policies, reporting, contract managements, Administration and good fleet and warehousing practices across all the field sites and will require regular travel to provide technical support to the field.

Key responsibilities:

Inventory Management

The role is required to analyze inventory statistics and perform financial analytics to determine accurate reports to finance and Supply chain.

• Regularly spot check to ensure inbound and outbound operations are adhered to and aligned to Integra procedures. Where gaps are noted, the SCM to ensure physical and system processes are consistent.
• Empower team including the relieving resources to perform inventory functions in the system before handing over when proceeding for leave.
• Prior to inventory counting process, ensure prior counting activities are completed ie transfer orders, Pick Pack processes, inventory transferred to actual location, distribution of closed grants, among others to ensure the counting journal generated are complete and accurate.
• Regularly generate inventory report monthly to reconcile inventory quantities and value with Finance records. Any discrepancies noted should be reconciled and lessons considered in preparation for the end-year count.
• Lead inventory movement and costing through ERP system.
• Handle inventory levels by running bi-weekly reports by identifying and review of inventory transactions.
• Collect, document, monitor, and review inventory data for accuracy and timeliness within an ERP system.
• Analyze inventory transactions within ERP system and provide a report to Deputy Director of Finance and Deputy Director of Operations.
• Maintain monthly inventory reconciliations, produce inventory reports on regularly, for management review.
• Research and apply GAAP rules in accounting adjustments in respect to inventory.
• Head meetings with all department managers to discuss and troubleshoot for variance reductions.
• Supervising inventory levels to ensure they are within acceptable ranges and communicate findings to budget holders and senior management to minimize risks especially on near closing grants.
• Train warehouse team that all inventory transaction details are recorded accurately in the Integra system.
• Reporting on inventory levels, costs, and turnover rates to management.
• Verifying inventory counts and recording adjustments to inventory levels for items that have been used, damaged, or lost and request for write off /on as necessary.
• Figuring out methods for recording inventory transactions such as physical counts, perpetual systems, or estimates based on previous usage rates.
• Training of Nairobi and field based staff on management of contributions in kind (CIK) and inventory management modules.
• Initiate closed grant inventory balance movement and submit to DDF & DDO approval including review and approval of CIK donation and record journals.
• Work jointly with Finance manager during grant closing and fiscal year closure to balance the inventory report against finance report.
• Assets management for Country program.

Vehicle management

• From time to time Establish mechanisms to check that vehicles are roadworthy at regular intervals.
• Ensure timely and effective Vehicle Maintenance and repair management by identifying quality garages, supporting establishment of contracts with pre-approved garages, establishing quality control mechanisms, and undertaking performance reviews at a regular basis.
• Perform Vehicle management cost analysis and suggest improvements to reduce waste and minimize vehicle cost.
• Work with the Supervisor to analyse operational / programme needs for transport and plan appropriate fleet size.
• Prepare an annual fleet plan (including budget needed) and a vehicle disposal / replacement plan.
• Ensure the implementation of IRC fleet management standards.
• Work closely with transport and fleet staff to ensure adherence to transport policy.

Reporting

The position holder will:

• Ensure that fleet, warehousing assets and travel data is brought together in the management reports and presented in a timely manner.
• Analyze the data, and prepare and submit accurate Fleet, assets, travel and warehousing reports to the supervisor on time and as per donor regulations.
• Review and provide feedback on assigned audit findings submitted to the country office and implement discrete, time-bound Fleet and asset management initiatives which improve performance or compliance (i.e. implementing post-audit corrective action plan).
• To ensure that the vital Warehouse and Assets activities are effected for all projects.
• Where necessary, to run, or support the development and proper functioning of any project office deemed vital, to support the programs.
• To familiarize yourself with the IRC Global Supply Chain Manual for warehousing and Assets and stay in sync with the policies outlined in the Manual in terms of the documentation, policies and procedures.
• To complete required reports and submit weekly and monthly logistic reports in good time to the manager.

Qualifications

• Degree in Supply Chain management or other relevant field. Advanced professional certification preferred, MCIPS a plus.
• Accounting certification. CPA II would be desirable.
• At least 5 years of work experience in inventory management, accounting / warehousing in a multi-cultural environment. INGO experience is highly recommended.
• Professional qualification in Supply Chain and/ Finance will be an added advantage.
• Knowledge and effective use of fundamental management concepts, practices, and procedures relative to quality and productivity improvements, training, budgeting and cost control.

Demonstrated Skills and Competencies:

• Fluent English written and spoken.
• Competent with using computers, especially Microsoft Office Word and Excel spreadsheets and Outlook.
• Strong sense of personal integrity.
• Attention to detail and ability to multi-task.
• Team spirit and problem-solving abilities.
• Excellent interpersonal and communication skills.
• Remains productive even when under pressure.
• Demonstrates a systematic and efficient approach to work.
• Relates and works well with people.