Administrative Assistant Job in Kenya

The Women’s Health Project

Job Vacancy: Administrative Assistant

Job Purpose: This role is responsible for facilitating and overseeing core activities within the Administrative department and maintain front office services at the Women’s Health Project, Mombasa.

Supervisor: Research Administrator

Terms of Employment: Employment is for one (1) year contract with a probation period for the first three (3) months.

The Women’s Health Project, Mombasa

The Women’s Health Project, established in 1993, is a collaborative effort of the University of Nairobi (UoN), the University of Washington (UW), the Kenya Medical Research Institute (KEMRI), Mombasa County and the Fred Hutchinson Cancer Research Center (FHCRC), and the US President’s Emergency Program for AIDS Relief (PEPFAR).


·  To provide high quality care to at-risk and HIV-positive women participating in the high-risk women’s cohort (Mombasa Cohort).

·  To conduct innovative prevention and treatment research that will contribute substantially to local as well as global knowledge and implementation of effective interventions.

·  To conduct clinical trials according to ICH-GCP and deliver quality services, products and devices.

Key Responsibilities

·  To effectively plan, organize, and administer the activities of the projects.

·  Maintain an inventory register ensuring all assets and supplies are recorded per project

·  Examine payment vouchers and travel orders for conformity with policies and regulations.

·  Review invoices from vendors against purchase orders, delivery notes and cross check with receiving staff to ensure contract requirements have been met before forwarding invoices to accounts for payments.

·  Review master register against participant’s reimbursement forms submitted for reimbursements to ensure payments are posted against appropriate codes.

·  Review petty cash transactions before payments.

·  Making orders for clinical, laboratory and logistical study supplies and equipment using the
appropriate methods

·  Maintain administrative records and ensure integrity of data and information.

·  Keeping and tracking staff leave schedule

·  Booking for facilities to be used for training, meetings and writing minutes during meetings

·  Keep accurate records of financial transactions for money advanced for project use and submit expenditure documents for accounting purposes.

·  Ensuring availability of adequate supplies in the field sites

·  Maintain inventory of supplies and equipment as appropriate

·  Organize transport and logistics operations including booking travel and processing allowances for project staff as appropriate

·  Support research studies’ administrative requirements including printing study materials and day-to-day study operations.

·  Undertake other duties as may be assigned by the immediate supervisor



·  A Diploma in Business Administration or Business Management.

·  Additional Diploma or Certificate in IT is an added advantage

·  Computer literacy with proficiency in Microsoft applications

·  At least 2 years’ experience in providing support to top executives and senior management teams in a busy multi-cultural environment

·  Experience working in Health research set up is an added advantage

·  Fluency in spoken and written English and Swahili.

·  Ability to write brief reports and keep records.


·  Demonstrate high levels of integrity and confidentiality

·  Effective time management skills

·  Ability to maintain confidentiality and ensure discretion

·  Excellent interpersonal, verbal and written communication skills

·  Strong organizational, planning and administrative skills.

·  Good attention to detail and ability to take and follow instructions and to work with minimal supervision

·  Flexibility and willingness to help and take on additional roles.

·  Teamwork and ability to work in diverse teams.

How to Apply

Applicants who meet the specified requirements should send the following documents to

·  Application letter.

·  Detailed CVs with 3 referees.

·  Copies of academic and professional certificates.

·  Pay slip and/or current remuneration if applicable.

·  Certificate of good conduct

·  Subject should read “Administrative Assistant”

Closing date is 5th April 2023

Only shortlisted candidates will be contacted.