Job Description
We are looking for a Facility Administrator to join our healthcare team in Nairobi. This role is responsible for coordinating the day-to-day administrative and operational activities of the facility and ensuring that staff, patients, and visitors receive support within a well-organized and efficient environment.
The successful candidate will work closely with department heads and support teams to ensure that daily operations run smoothly. You will oversee administrative processes, monitor facility needs, coordinate maintenance activities, support procurement processes, and help ensure that services are delivered in accordance with established policies and healthcare standards.
As the Facility Administrator, you will be responsible for maintaining accurate records, supporting compliance requirements, and assisting management with operational planning and reporting. You will also help coordinate resources across departments to ensure that equipment, supplies, and support services are available when needed.
This position requires someone who is highly organized, dependable, and capable of managing multiple priorities. You should be comfortable working in a busy healthcare environment where attention to detail, effective communication, and sound judgment are essential. The ability to build positive working relationships with employees, service providers, and other stakeholders will be important for success in this role.
The Facility Administrator will support budgeting and resource management activities, assist with vendor coordination, and contribute to initiatives aimed at improving efficiency and service delivery. You will also help ensure that workplace health and safety requirements are followed and that operational challenges are addressed promptly and professionally.
A good understanding of Health Management Information Systems and general computer applications is required. The role involves preparing reports, monitoring operational activities, and providing information that supports management decision-making. Candidates who can identify opportunities for improvement and contribute practical solutions will be highly valued.
We are seeking a professional who demonstrates integrity, accountability, and a commitment to high standards of service. If you have experience in healthcare administration and enjoy working in a role that combines organization, leadership, and problem-solving, we encourage you to apply.
This is an excellent opportunity to join a growing healthcare organization where your contribution will directly support efficient operations and quality service delivery. The successful candidate will work alongside dedicated professionals in an environment that values teamwork, professionalism, and continuous learning.
Key Responsibilities
- • Coordinate the day-to-day administrative activities of the healthcare facility and ensure that departments receive the support required to operate efficiently.
- • Monitor daily operations and address administrative issues that may affect service delivery, staff productivity, or patient experience.
- • Supervise administrative support staff, provide guidance where needed, and ensure assigned duties are completed accurately and on time.
- • Maintain organized records, reports, and operational documents while ensuring confidentiality and compliance with internal procedures.
- • Work closely with department heads to identify operational needs and help implement practical solutions that improve workflow and efficiency.
- • Coordinate facility maintenance activities and follow up on repairs to ensure buildings, equipment, and utilities remain in good working condition.
- • Monitor the availability of office supplies, medical support materials, and other essential resources required for daily operations.
- • Assist with procurement activities by coordinating supplier requests, obtaining quotations, tracking orders, and following up on deliveries.
- • Support budget monitoring by maintaining expenditure records and reporting unusual costs or resource requirements to management.
- • Prepare operational reports and administrative updates to support planning, decision-making, and performance monitoring.
- • Ensure compliance with healthcare regulations, workplace safety requirements, and organizational policies across administrative functions.
- • Coordinate meetings, prepare agendas when required, record meeting minutes, and follow up on agreed action points.
- • Support staff scheduling and help ensure adequate administrative coverage during normal operations, leave periods, and peak workloads.
- • Assist with onboarding activities for new employees by coordinating orientation schedules, documentation, and workplace arrangements.
- • Work with vendors, contractors, and service providers to ensure agreed services are delivered according to established standards.
- • Monitor inventory records and coordinate replenishment of essential supplies to avoid operational disruptions.
- • Help maintain Health Management Information Systems and ensure administrative data is entered accurately and updated when necessary.
- • Review operational processes and recommend improvements that can enhance efficiency, reduce delays, or strengthen service delivery.
- • Support internal audits, inspections, and compliance reviews by preparing required documentation and facilitating access to records.
- • Respond promptly to administrative concerns raised by staff, patients, visitors, or management and assist in resolving issues professionally.
- • Participate in emergency preparedness activities and help coordinate responses during operational incidents or unexpected disruptions.
- • Promote effective communication between departments to encourage teamwork, accountability, and smooth coordination of services.
- • Support implementation of workplace health and safety initiatives and help maintain a safe environment for staff and visitors.
- • Assist management with planning activities, performance monitoring, and projects aimed at improving facility operations.
- • Build and maintain positive working relationships with employees, suppliers, service providers, regulatory authorities, and other stakeholders.
- • Ensure organizational information, reports, and records are managed responsibly and stored in accordance with established procedures.
- • Identify operational challenges early and escalate significant issues to management together with practical recommendations for resolution.
- • Support quality improvement initiatives that contribute to better administrative processes and improved service standards.
- • Help ensure that facility resources are used responsibly and that organizational assets are properly maintained and safeguarded.
- • Carry out any other administrative or operational duties assigned by management in support of the facility's overall objectives.
Qualifications & Requirements
- Healthcare Management, Business Administration, Public Health, Nursing, or another relevant field degree from a recognized institution.
- Additional training or certification in healthcare administration, leadership, operations management, or related disciplines will be an added advantage.
- Strong understanding of administrative processes and operational management within a healthcare or service
- oriented environment.
- Proficiency in using computer applications and digital systems, including Health Management Information Systems (HMIS), is desirable.
- Ability to communicate effectively with staff, management, service providers, and other stakeholders.
- Strong organizational skills with the ability to manage multiple tasks and priorities effectively.
- Demonstrated problem
- solving abilities and a practical approach to addressing operational challenges.
- Commitment to professionalism, confidentiality, ethical conduct, and high standards of service delivery.
- Strong leadership skills with the ability to guide, motivate, and support teams in a professional healthcare environment.
- Excellent organizational and planning abilities, with a keen attention to detail and the ability to manage competing priorities effectively.
- Clear verbal and written communication skills, with the confidence to engage with staff, management, service providers, and external stakeholders.
- Strong interpersonal skills and the ability to build positive working relationships across different departments and levels of the organization.
- Good analytical and problem
- solving abilities, with a practical approach to identifying challenges and implementing effective solutions.
- Proficiency in the use of Health Management Information Systems (HMIS) and other digital tools used to support healthcare operations.
- Competence in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
- Sound understanding of healthcare administration principles, operational processes, and facility management practices.
- Knowledge of relevant healthcare regulations, compliance requirements, and professional standards.
- Ability to manage multiple responsibilities while maintaining accuracy, efficiency, and high
- quality work.
- Strong decision
- making skills and the ability to exercise sound judgment in a fast
- paced working environment.
- Basic budgeting and financial management knowledge, including expenditure monitoring and resource utilization.
- Experience maintaining accurate records, reports, and administrative documentation.
- Effective time management skills with the ability to meet deadlines and respond to changing operational needs.
- High standards of professionalism, integrity, confidentiality, and accountability.
- Ability to work independently when required while also contributing positively as part of a team.
- Strong stakeholder management skills, with the ability to engage constructively with employees, suppliers, contractors, and partners.
- Ability to handle workplace concerns professionally and contribute to the resolution of conflicts and operational issues.
- Awareness of risk management practices and the ability to identify and escalate operational concerns appropriately.
- Commitment to continuous improvement, quality service delivery, and creating a positive workplace environment.
How to Apply
Qualified and interested candidates who meet the above requirements are invited to submit their updated CV and relevant academic and professional certificates through the application portal before the stated deadline. Only shortlisted candidates will be contacted for the next stage of the recruitment process. Applicants are encouraged to ensure that all submitted information is accurate, complete, and up to date. The organization is an equal opportunity employer committed to attracting and retaining highly qualified professionals. Applications should be submitted on or before 15 June 2026.