VACANCY ANNOUNCEMENT

ADMINISTRATIVE ASSISTANT

Our client, Health Research Operations Kenya Limited (HROKL), the operating entity for the KEMRI Wellcome Trust Research Programme, a world class health research Programme based in Kenya, conducting multi-disciplinary research that spans infectious diseases, vaccines, maternal child and neonatal health, health systems, and emerging health threats. The Programme’s research leverages an integrated platform that includes bioscience laboratories, a clinical trials facility and clinical team, the clinical information network, the Kilifi demographic and health surveillance site, and robust community engagement, generating evidence that informs local and global health policy.

Job Location: Kilifi

Job Type: Full-time

Job Grade: 4.01

Country: Kenya

JOB PURPOSE:

This individual will be responsible for providing front-office and administrative support to ensure smooth day-to-day operations within the HR Department and the Programme. They will serve as the first point of contact for visitors and general inquiries, support HR administrative processes, and assist in maintaining organized office systems, records, and communication channels.

DESCRIPTION:

KEY RESPONSIBILITIES:

Receive, screen, direct, and maintain records of all incoming phone calls, emails, and other electronic and front office correspondence.
Receive, record, and distribute all incoming and outgoing letters, invoices, parcels, and other deliveries to the appropriate internal and external recipients.
Manage visitor reception by professionally receiving, recording, and guiding visitors, ensuring a welcoming and organized front office environment.
Provide general administrative support, including scheduling meetings and appointments, assisting with staff travel logistics, photocopying, filing, data entry, and other assigned office support tasks.
Provide HR administrative support by contacting candidates, scheduling interviews, coordinating inductions and training, performing HRMIS data entry, supporting HR events, and handling other assigned HR-related administrative duties.
Support HR service delivery by responding to, recording, and escalating general HR inquiries related to HR operations, HRMIS, policies, and procedures.
Ensure the Reception and HR offices are well organized, presentable, and maintained in compliance with professional standards, policies, and procedures.

QUALIFICATIONS:

A minimum of a diploma in business administration, management, or related field from a recognized institution.
Minimum of 2 years of experience in HR and Front Office Operations in a busy multi-cultural environment.
Practical experience in the use of technology in HR and Front Office Operations.

DESIRABLE

COMPETENCIES:

Demonstrated high levels of integrity and confidentiality.
Excellent interpersonal, verbal, and written communication skills.
Ability to work with diverse teams and build strong relationships.
Ability to deliver quality outputs within strict timelines.
Excellent customer service skills, very well groomed, and flexible.

PHYSICAL ENVIRONMENT/CONDITIONS:

APPLICATION PROCEDURE:

To apply, kindly submit your application on our Applicant Tracking System (ATS) at Qazi – Applicant Tracking System by 7th May 2026 under the ADMINISTRATIVE ASSISTANT Job posting.

All applicants are advised to adhere to the application guidelines for consideration. Only shortlisted candidates will be contacted.