Vacancies at Kenya Medical Research - KEMRI

Key Responsibilities:

• Greet and assist participants, visitors, and staff in a friendly and professional manner.
• Manage front desk operations, including answering phones, scheduling participant appointments, attending to visitors, and handling inquiries.
• Register study participants and update existing participants’ records accurately.
• Coordinate with clinical and research teams to ensure smooth clinic operations.
• Provide information about clinic services, including FP/PrEP services, and direct participants to appropriate resources.
• Maintain confidentiality of participant information in compliance with Research Ethics and Site’s policies.
• Support the research team by assisting with study-related administrative tasks as needed.
• Report to Retention Officer

Vacancy Requirements:

• Diploma in Front Office or equivalent (required)    Mandatory
•  Additional certification in office administration or related field (preferred)    Added Advantage
• Experience working with electronic medical records (EMR) or scheduling systems is an added advantage    Added Advantage
• Excellent communication, interpersonal skills and Strong organizational and multitasking abilities    Mandatory
• Computer literate    Mandatory
• Ability to maintain confidentiality and handle sensitive information    Mandatory
• Basic knowledge of HIV prevention, including oral PrEP, is an added advantage    Added Advantage
• Friendly, empathetic, and patient-centered approach    Mandatory
• Ability to work in a fast-paced, research-focused environment    Mandatory
• Strong attention to detail and problem-solving skills    Mandatory

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Key Responsibilities:

• Own and manage the PI’s calendar, priorities, and time protection across multiple time zones and platforms; proactively anticipate conflicts weeks in advance, resolve competing deadlines, and protect dedicated blocks for manuscript writing, study oversight, board preparation, and family commitments
• Serve as gatekeeper for the PI’s office by screening, prioritizing, and where appropriate declining meeting requests; manage the PI’s inbox (flag urgent items, handle routine responses, route correspondence appropriately); and approve expenses within the authorized delegation matrix
• Prepare and follow through on all meetings and engagements by drafting briefing notes, background documents, and agendas in advance; capturing minutes and action points; and ensuring timely follow-up and execution
• Draft, review, and send high-level correspondence on behalf of the PI, including emails, letters, memos, and formal communications to funders, government bodies, academic partners, and regulatory authorities
• Maintain strategic external relationships and compliance tracking, including engagement with NIH, Gates Foundation, KEMRI administration, PPB, and NACOSTI; track and flag deadlines for grant reports, manuscript submissions, ethics renewals (e
• Lead office systems and documentation management, serving as custodian of all files, contracts, study correspondence, and personnel records; ensure organization, accessibility, and version control across the PI’s portfolio
• Track institutional and study-level deliverables by maintaining a live tracker of milestones, objectives, and key commitments; coordinate, compile, format, and distribute bi-monthly and periodic reports to internal and external stakeholders on schedule
• Spearhead leadership and advisory board coordination, including drafting agendas, compiling pre-reads, recording minutes, and ensuring follow-up on all action items
• Act as liaison and coordination hub between the PI’s office, Kargeno study teams, KEMRI administration, and external partners; ensure accurate, timely, and bidirectional flow of information; coordinate logistics for meetings, stakeholder engagements, site visits, and delegation visits
• Manage end-to-end travel and professional visibility, including all travel logistics (flights, accommodation, visas, per diems, conference registration, transport), preparation of itineraries and reimbursements, maintaining a forward-looking travel calendar, and managing the PI’s professional social media presence (LinkedIn, X/Twitter), including content drafting, scheduling, and engagement monitoring

Vacancy Requirements:

• Bachelor's Degree in a Health or Biomedical Science field    Mandatory
• Experience as an Executive Assistant, Personal Assistant, or Senior Administrator supporting a director, CEO, or equivalent — ideally in a research, NGO, or health sector context    Mandatory
• Demonstrated experience managing complex, multi-priority calendars and competing demands    Mandatory
• Experience compiling and formatting reports from multiple contributors for senior leadership or external audiences    Mandatory
• Excellent written and spoken English; able to draft professional correspondence and formal documents independently    Mandatory
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and video conferencing platforms    Mandatory
• Strong analytical skills and able to review information, identify what matters, and synthesize clearly    Mandatory
• Proven ability to handle confidential information with absolute discretion    Mandatory
• Proven ability to work independently, exercise judgement, and solve problems without waiting for direction    Mandatory
• Direct experience in a clinical trials environment: familiarity with GCP, ethics review processes, regulatory submissions, or study operations    Mandatory
• Knowledge of KEMRI, PPB, NACOSTI, or Kenya Ministry of Health administrative processes    Mandatory
• Familiarity with donor-funded grant environments: NIH, Gates Foundation, Wellcome Trust, or similar understanding of reporting cycles and funder expectations    Mandatory
• Basic financial literacy: ability to read budgets, track expenditure, and reconcile expense reports    Mandatory
• Experience coordinating international travel including multi-leg itineraries and visa applications for multiple travelers    Mandatory
• Excellent communication and interpersonal skills    Mandatory
• Strong organizational and multitasking abilities    Mandatory
• Computer literate    Mandatory
• Ability to maintain confidentiality and handle sensitive information    Mandatory
• Basic knowledge of HIV prevention, including oral PrEP, is an advantage    Mandatory
• Friendly, empathetic, and patient-centered approach    Mandatory
• Ability to work in a fast-paced, research-focused environment    Mandatory
•  Strong attention to detail and problem-solving skills    Mandatory

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Key Responsibilities:

• Manage and optimize the Site Manager’s calendar, meeting schedule, and daily priorities, ensuring protected time for high-value operational, supervisory, and strategic tasks while proactively flagging scheduling conflicts and approaching deadlines
• Maintain structured task tracking systems and dashboards across all active deliverables, action points, and deadlines; develop automated reminders and accountability tools using Excel, Asana, Trello, or equivalent platforms
• Prepare meeting agendas, compile background documents, take minutes, and ensure follow-up for internal coordination meetings, team meetings, advisory board meetings, stakeholder engagements, and site visits
• Coordinate logistics for all meetings, delegation visits, and all-team gatherings, including travel planning, expense reporting, document preparation, and forward-looking scheduling
• Track all regulatory submissions and approvals for IRBs, Ethics Committees, PPB, NACOSTI, and KEMRI ERC; monitor timelines, expiries, renewals, protocol amendments, continuing review submissions, re-consents, and safety reports across studies
• Maintain a live regulatory and operational tracker/dashboard with status updates for each study and regulatory body, ensuring timely circulation of updates, meeting outcomes, and institutional communications across teams
• Support preparation and compilation of regulatory submission packages, operational briefs, performance summaries, and periodic reports for internal and external stakeholders
• Improve and oversee documentation flow, version control, filing systems, and SOP adherence across departments, identifying gaps or bottlenecks and proposing solutions to streamline processes
• Proactively flag risks, potential delays, or pending actions to the Site Manager and relevant study teams, issuing timely reminders and follow-ups to department heads, study coordinators, and administrative staff
• Identify process inefficiencies, propose and implement solutions, and ensure tasks move from planning to completion, supporting accountability and operational excellence across the site

Vacancy Requirements:

• Bachelor’s Degree in Public Health, Business Administration, Project Management, Health Systems Management, or related field    Mandatory
• Minimum 1–2 years’ experience in: Clinical research administration, Project coordination, or Executive/operations support in a fast-paced environment    Mandatory
• Experience working in clinical trials or research environments is an added advantage    Added Advantage
• Familiarity with IRB/EC and regulatory submission processes    Mandatory
• Knowledge of using project management tools (e    Mandatory
• Strong stakeholder engagement and follow-up skills    Mandatory
• Strategic thinking ability beyond pure administration    Mandatory
• Strong organizational and prioritization skills    Mandatory
• High attention to detail, especially in regulatory tracking    Mandatory
• Ability to manage multiple parallel workstreams    Mandatory
• Proactive problem-solving mindset    Mandatory
• Strong written and verbal communication skills    Mandatory

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Key Responsibilities:

• Oversee the collection of biological samples (blood, urine, and other relevant specimens), ensuring proper labelling, processing, storage, and transportation in accordance with study protocols
• Conduct biochemical and toxicological assays related to microcystin exposure and ensure accurate documentation and timely reporting of laboratory results within acceptable turnaround times
• Operate, maintain, and troubleshoot laboratory equipment in accordance with SOPs, ensuring optimal performance at all times
• Adhere to Good Clinical Laboratory Practice (GCLP) standards and ensure compliance with ethical, biosafety, and regulatory requirements
• Implement and maintain quality assurance measures, including participation in internal and external quality control programs, EQA proficiency testing schemes, and ensuring quality of reagents, equipment, and samples
• Participate in community-based fieldwork activities, including supporting participant consenting and screening, and coordinating specimen transport between field sites and the central laboratory
• Maintain accurate laboratory records, logs, and documentation; generate daily real-time summary reports; and contribute to periodic progress reports, audit preparation, and monitoring visits
• Monitor laboratory supplies, reagents, storage conditions, inventory tracking, and ensure proper laboratory waste segregation and management
• Perform any other duties as assigned by the Laboratory Coordinator

Vacancy Requirements:

• Diploma in Medical Laboratory Sciences from KMTC or recognized training institution    Mandatory
• Registered member of the Kenya Medical Laboratory Technicians and Technologists Board (KMLTTB)    Mandatory
• Valid practicing license from the relevant regulatory body    Mandatory
• Experience in Research laboratory work will be an added advantage    Added Advantage
• Ability to ride a motorcycle with a valid riding license is desirable (for field activities)    Mandatory
• Strong attention to detail and adherence to protocols    Mandatory
• Knowledge of biosafety and infection prevention procedures    Mandatory
• Good communication and teamwork skills    Mandatory
• Ability to work independently in field-based settings    Mandatory
• High ethical standards and commitment to research integrity    Mandatory