Site Administrative Assistant

Job Title: Site Admin Assistant Location: Rachuonyo, Homabay County Reports To: Overall Study administrator / Site Study Coordinator Position Type: Full-time, Contract Job Purpose: He/she will oversee the administrative and operational support functions of the clinical trial site.

They will ensure the smooth execution of administrative processes including HR support, procurement, financial documentation, and communication coordination.

The admin Assistant will work closely with investigators, sponsors, and site staff to ensure that project operations comply with institutional and sponsor policies.

Key Responsibilities: Manage overall administrative functions for the trial site including office operations, supplies, and logistics.

Maintain organized filing systems for regulatory, financial, HR, and trial-related documents.

Supervise and support administrative staff (i.e.

receptionists, driver and cleaner). Ensure cleanliness and good hygiene of the clinical trial site Assist with timesheet tracking, leave management, and HR record-keeping for study staff.

Assist with coordinating shipment of samples both locally and internationally.

Maintain a shipment register and coordinate invoices from the vendors.

Assist with training logistics and maintain staff training and certification records.

Ensure compliance with institutional HR policies and assist with performance documentation as needed.

Liaise with the administrator to coordinate purchase of supplies, equipment, and services.

Prepare and track requisitions, purchase orders, and delivery notes and maintain a stock order level.

Assist with basic budgeting, expense reconciliation, and financial reporting documentation.

Coordinate participant transport reimbursement and keep meticulous records.

Coordinate meeting logistics, sponsor/monitor visits, and stakeholder engagements.

Maintain site calendars and facilitate communication among team members.

Prepare and circulate meeting minutes and follow-up on action points.

Ensure all administrative practices align with Good Clinical Practice (GCP), sponsor guidelines, and institutional SOPs.

Support internal audits and external monitoring by ensuring documentation is complete and audit-ready.

Generate routine reports on site operations, procurement status, and administrative issues.

Any other administrative and accounting work that may arise Qualifications & Experience: Must have minimum a Diploma in either Business Administration, Project Management, Public Health Administration, Procurement and Supply Chain management.

Must have at least 2–3 years' experience in a similar administrative role in a Research setting Must be trained in computer skills Experience supporting large donor-funded projects is an advantage.

Proficiency in Microsoft Office and project management tools.

Key Competencies: Strong organizational and problem-solving skills.

Excellent communication, interpersonal, and multitasking abilities.

High degree of integrity, professionalism, and discretion.

Ability to work under pressure and meet tight deadlines.

Knowledge of clinical trial processes and documentation is an added advantage.

Working Conditions: Office-based role with frequent interaction with internal departments and external stakeholders.

May occasionally require flexibility to support site visits, reporting deadlines, and after-hours tasks.

Applications must include the following: Application letter, Complete CV with 2 referees indicating their telephone contacts and e-mail contacts Relevant certificates and testimonials If qualified for the above post, please send your application addressed to the Principal Investigator, MK8527 Study.

If qualified for the above post, please send the above documents to the email by; 27/7/2025 NB: Applications without the above-mentioned qualifications or required certificates will NOT be considered.

Only shortlisted candidates will be contacted.

Click on the link below and fill out the Google form.