Care Assistant/Receptionist Job Opportunity | MSI Reproductive Choices Kenya | Apply by 14th May 2025

Care Assistant/Receptionist Job Opportunity | MSI Reproductive Choices Kenya | Apply by 14th May 2025

POSITION SUMMARY

• Position Title: Care Assistant/Receptionist

• Reference Number: 41/2025

• Employer: MSI Reproductive Choices Kenya

• Job Type: Full-Time

• Location: Sameer, Kenya

• Department: Clinical Services/Administration

• Reports To: Centre Manager

• Closing Date: 14th May 2025

• Application Method: Online via Apply Here

ORGANIZATION OVERVIEW

MSI Reproductive Choices Kenya is part of the global MSI Reproductive Choices organization, a UK-based charity operating in over 37 countries to deliver life-changing reproductive healthcare services. Registered in Kenya as a local implementing partner, MSI Kenya is committed to making choice possible for every woman and girl.

Through its network of health centres and mobile outreach teams, MSI delivers quality, client-centred sexual and reproductive health (SRH) services, family planning solutions, and other women’s health offerings to the most underserved communities in Kenya.

MSI Kenya upholds a powerful mission:
“To ensure every woman has the right to decide if and when to have children and to reduce deaths caused by unsafe abortion.”

As part of this mission, MSI Kenya is expanding its dedicated team and is now recruiting a Care Assistant/Receptionist to manage front-office duties and support centre-level accounting functions.

This role is crucial in ensuring a professional, warm, and welcoming environment for all clients visiting our centres while supporting the back-office tasks that keep operations running smoothly.

The successful applicant will embody MSI’s six core values:

• Mission-driven

• Customer-focused

• Results-oriented

• Pioneering

• Sustainable

• People-centred

ROLE PURPOSE

The Care Assistant/Receptionist will serve as the first point of contact at the health centre, greeting and registering clients, managing communication, handling petty cash, and supporting administrative and basic accounting tasks.

This position plays a dual role that combines the responsibilities of a front desk officer with those of a financial clerk, ensuring efficient service delivery and strong record-keeping in line with MSI’s operational and financial procedures.

This role is integral to ensuring clients receive dignified, seamless service, from first contact to exit, while maintaining confidentiality, respect, and quality assurance.

The role requires high levels of professionalism, discretion, integrity, and a genuine passion for reproductive health services.

FRONT OFFICE RESPONSIBILITIES

As the face of the centre, the Care Assistant/Receptionist will be responsible for:

• Welcoming Visitors: Receive all walk-in clients at the front desk, greet them warmly, and direct them appropriately.

• Answering Phone Calls: Manage incoming phone calls by screening, forwarding, and responding to client queries courteously.

• Handling Mail and Parcels: Receive, sort, and distribute daily mail and packages to the relevant departments.

• Managing Insurance Claims: Prepare insurance documents for submission and liaise with third-party providers (NHIF/private insurers).

• Managing Complaints: Listen to client concerns, document them, and escalate unresolved issues to the Centre Manager.

• Petty Cash Administration: Maintain records and documentation of petty cash under supervision of the Centre Manager.

• Documentation and Record Keeping: Maintain front-office logs, visitor registers, and activity forms as per SOPs.

• Confidentiality and Professionalism: Safeguard patient information and ensure all interactions reflect the values of MSI.

• Data Entry and Clerical Work: Perform clerical tasks, including data input into electronic systems and file organization.

ACCOUNTING & ADMINISTRATION RESPONSIBILITIES

In support of the finance and clinical teams, the candidate will perform the following functions:

• Client Registration: Enter client details accurately into the Electronic Health Records (EHR) system.

• Cash Handling: Receive payments from clients, process transactions, and provide accurate change and receipts.

• Daily Cash Reconciliation: Balance the daily cash book and submit end-of-day financial summaries.

• Petty Cash Usage: Maintain petty cash under proper authorization and reconciliation procedures.

• Billing and Invoicing: Process both cash and credit clients, including NHIF and private health insurers.

• Insurance Validation: Verify patient insurance eligibility, confirm benefits, and submit claims.

• Report Generation: Prepare daily, weekly, and monthly transaction summaries and reconciliation reports.

• Audit Compliance: Ensure that financial documentation is complete, accurate, and audit-ready.

• Liaising with Finance Team: Collaborate closely with central finance team to resolve discrepancies in revenue collection or insurance claims.

REQUIRED QUALIFICATIONS

To be considered for the Care Assistant/Receptionist role, applicants must meet the following requirements:

Minimum Academic Qualifications

• Certificate in any field (minimum requirement)

• Tertiary qualification in any of the following will be an added advantage:

  • Front Office Management

  • Accounts or Bookkeeping

  • Business Studies

  • Customer Care

Experience and Technical Skills

• At least 1 year of hands-on experience in office administration and/or accounting

• Strong data entry and computer skills, including proficiency in MS Word, Excel, and basic database systems

• Familiarity with healthcare environments or medical reception duties is desirable

• Experience handling cash and insurance billing is preferred

• Strong documentation and record management skills

Core Competencies and Personal Attributes

• Excellent verbal and written communication skills

• Strong attention to detail and a high level of accuracy

• Professional personal presentation and grooming

• Reliable, punctual, and honest

• Able to manage workload independently and under pressure

• High degree of confidentiality and ethical behaviour

• Passionate about women’s health and reproductive rights

• Commitment to MSI values and Safeguarding Standards

WORKING CONDITIONS

• Based at a Marie Stopes health centre

• 5-6 days a week with potential for shift work or weekend rotations

• Must be comfortable working in a reproductive health environment and supporting sensitive services

• Expected to handle high-volume client traffic with composure and care

BENEFITS AND OPPORTUNITIES

Joining MSI Reproductive Choices Kenya comes with both intrinsic and practical benefits:

• Contribute to the empowerment and health of Kenyan women and youth

• Be part of an internationally respected organization with a powerful social mission

• Gain exposure to medical administration and accounting in a nonprofit setting

• Access internal development opportunities and performance-based growth

• Be aligned with an institution that values transparency, safety, equality, and innovation

APPLICATION INSTRUCTIONS

Application Deadline: 14th May 2025

To apply for the Care Assistant/Receptionist (Ref: 41/2025) position:

1. Visit the official MSI recruitment portal:
   https://hcm.mariestopes.or.ke/recruitment_detail.jsp?work_type=1&link=41

2. Fill in all required fields including your email address and consent form regarding the collection, use, and disclosure of personal data for recruitment purposes.

3. Upload your most recent CV, academic certificates, and contact details of at least one referee.

Important:

• No application fee is required

• Applicants who falsify documents will be disqualified

• Only shortlisted candidates will be contacted for interviews

COMMITMENT TO EQUALITY AND SAFEGUARDING

MSI Reproductive Choices Kenya is an equal opportunity employer. We are committed to safeguarding children, young people, and vulnerable adults and expect all staff and postholders to share this commitment.

• All successful candidates must adhere to MSI’s Anti-Fraud and Anti-Bribery Policy

• Pre-employment background checks, including reference and criminal record verification, will be conducted

We welcome applications from qualified persons regardless of age, disability, gender, marital status, race, religion, or belief.

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