Essential Job Details

• Position Title: Receptionist
• Reference Number: 56/2025
• Location: Nairobi, Kenya
• Employment Type: Full-Time, Permanent
• Number of Vacancies: 1
• Salary: Not disclosed
• Category/Department: Customer Service and Call Centre
• Reporting To: Centre Manager
• Post Date: August 4, 2025
• Application Deadline: August 14, 2025
• Experience: Minimum 2 years in office administration and accounting (preferably in a hospital setting)
• Education Level: Minimum Certificate/Diploma in Front Office Management; tertiary qualification in Accounts, Business Studies, or Customer Care is an advantage
• Professional Qualifications: Not specified (relevant certifications in customer service or accounting preferred)

Introduction

The Receptionist role at MSI Reproductive Choices Kenya in Nairobi is a vital position within the organization’s mission to deliver quality sexual and reproductive healthcare, family planning, and women’s health services. This full-time, permanent role, based at one of MSI Kenya’s centers, combines front office responsibilities with accounting tasks, ensuring seamless operations and exceptional client experiences. Ideal for Kenyan professionals with expertise in office administration, customer service, and basic accounting, the Receptionist position offers a unique opportunity to contribute to MSI Kenya’s goal of Making Choice Possible for every Kenyan, particularly in reducing unsafe abortions and empowering women.

The Receptionist will handle front desk operations, manage client interactions, process insurance claims, maintain financial records, and support infection prevention protocols, all while upholding MSI Kenya’s core values of being mission-driven, customer-focused, and people-centered. This role is perfect for individuals who thrive in a dynamic, client-facing environment and are passionate about advancing reproductive health and gender equity in Nairobi’s vibrant healthcare sector.

About MSI Reproductive Choices Kenya

MSI Reproductive Choices Kenya is a registered non-governmental organization and a local implementing partner of MSI Reproductive Choices, a UK-based charity dedicated to providing sexual and reproductive health services globally. Operating in Nairobi and other regions, MSI Kenya delivers quality family planning, women’s health services, and safe abortion care to millions of the world’s poorest and most vulnerable women. The organization is committed to reducing maternal mortality, empowering women to make informed choices about their reproductive health, and fostering sustainable healthcare solutions.

With a presence in multiple centers across Kenya, MSI Kenya collaborates with healthcare providers, communities, and stakeholders to ensure accessible, client-centered services. The Receptionist role supports these efforts by managing front office operations, ensuring financial accuracy, and delivering exceptional customer service, aligning with MSI Kenya’s core values: mission-driven, customer-focused, results-oriented, pioneering, sustainable, and people-centered. By joining MSI Kenya, you will contribute to a transformative mission that impacts lives and advances gender equity in Nairobi’s healthcare landscape.

Key Responsibilities

The Receptionist at MSI Reproductive Choices Kenya will be responsible for managing front office operations, handling accounting tasks, and supporting client-centered care at the center. Reporting to the Centre Manager, the role involves greeting clients, processing financial transactions, maintaining records, and ensuring compliance with MSI Kenya’s policies and protocols. Below is a detailed breakdown of the key responsibilities:

1. Front Office Responsibilities

• Welcome and Direct Clients: Greet, welcome, and direct visitors at the front desk, ensuring a professional and compassionate client experience for the Receptionist role.
• Manage Incoming Calls: Answer, screen, and forward incoming calls promptly, providing clear information and directing inquiries appropriately.
• Handle Mail: Receive, sort, and record incoming and outgoing mail in the mail register, ensuring organized communication for the Receptionist.
• Address Client Complaints: Listen to client concerns, document them in the complaint management register, and escalate promptly to the Centre Manager for resolution.
• Maintain Front Office Order: Keep the front office area clean and orderly, creating a welcoming environment for clients.
• Screen for Unstable Clients: Identify and prioritize clients with urgent needs at the reception area, ensuring timely care in collaboration with clinical staff.
• Support Client Navigation: Assist clients in using self-service tools, such as tablets or registration forms, to streamline the check-in process.
• Ensure Confidentiality: Protect client information by adhering to MSI Kenya’s privacy policies and maintaining strict confidentiality for the Receptionist role.

2. Accounts Responsibilities

• Accurate Data Entry: Register client details systematically in SMART, SLADE, and LCT electronic health record systems, ensuring accuracy for the Receptionist.
• Balance Cash Accounts: Reconcile daily cash accounts at the end of each day, ensuring financial accuracy and reporting discrepancies to the Centre Manager.
• Manage Petty Cash: Handle petty cash transactions, obtain approvals from the Centre Manager, and maintain accurate records for the Receptionist role.
• Process Billings: Correctly bill cash and credit private health insurance clients, ensuring compliance with financial protocols.
• Liaise with Finance Team: Collaborate with the finance team to resolve discrepancies in daily transactions and maintain accurate accounting records.
• Prepare Reconciliation Reports: Generate daily, weekly, and monthly reconciliation and transaction reports to support financial oversight.
• Verify Client Eligibility: Confirm client details and eligibility before registration to ensure accurate billing and service delivery.

3. Insurance Claims and Third-Party Payer Relations

• Prepare Insurance Claims: Compile and submit insurance claims accurately, ensuring timely processing for third-party payers.
• Maintain Relationships: Build and sustain relationships with third-party payers to facilitate smooth claims processing for the Receptionist.
• Follow Up on Claims: Monitor the status of insurance claims, ensuring prompt resolution and payment.

4. Infection Prevention and Facility Support

• Support Infection Prevention: Follow infection prevention protocols and assist in related activities as directed by the Centre Manager for the Receptionist role.
• Assist with Cleaning: Contribute to maintaining facility cleanliness by performing cleaning tasks as instructed, ensuring a hygienic environment.
• Support Procedures: Provide vocal local techniques (e.g., verbal reassurance) to clients during procedures when required, enhancing client comfort.

5. Other Responsibilities

• Data Entry and Clerical Tasks: Perform data entry and clerical duties, completing forms, reports, logs, and records as required for the Receptionist.
• Professional Development: Participate in educational opportunities, including attending Continuing Medical Education (CME) sessions, to stay updated on industry practices.
• Collaborate with Care Assistant: Work closely with the Care Assistant to deliver consistent, client-centered care, ensuring a seamless experience.

Qualifications and Skills

To excel as a Receptionist at MSI Reproductive Choices Kenya, candidates must meet the following qualifications and skills, as outlined in the job description and aligned with industry standards:

• Education:
• Minimum Certificate/Diploma in Front Office Management from a recognized institution.
• Tertiary qualification in Accounts, Business Studies, Customer Care, or a related field is an added advantage.
• Experience:
• Minimum 2 years of experience in office administration and accounting, preferably in a hospital or healthcare setting.
• Experience in client-facing roles within reproductive health or medical facilities is highly desirable.
• Technical Skills:
• Advanced computer skills, including proficiency in Microsoft Office (Word, Excel) and electronic health record systems (SMART, SLADE, LCT).
• Knowledge of accounting principles to manage petty cash, reconciliations, and billing processes for the Receptionist.
• Familiarity with insurance claims processing and third-party payer relations.
• High attention to detail to ensure accurate data entry, record-keeping, and financial reconciliations.
• Soft Skills:
• Communication and interpersonal skills to engage with clients, third-party payers, and staff effectively.
• Punctuality and reliability to maintain operational efficiency and meet client expectations.
• Good organization and prioritization skills to manage multiple tasks, including reception duties and accounting responsibilities.
• Ability to work with less supervision and demonstrate initiative in a fast-paced environment.
• Trustworthiness and responsibility to handle client data and financial transactions with integrity.
• Client-centered approach to deliver compassionate and professional customer service.
• Preferred Skills:
• Experience in healthcare settings, particularly in reproductive health or family planning, to align with MSI Kenya’s mission.
• Knowledge of infection prevention protocols to support facility hygiene and safety.
• Multilingual abilities (e.g., English, Swahili) to engage diverse clients in Nairobi.

Behaviours and Values

Successful performance as a Receptionist at MSI Reproductive Choices Kenya is defined not only by achieving tasks but also by embodying the organization’s core values:

• Work as One MSI: Share knowledge, expertise, and data to enhance teamwork, prevent duplication, and maximize impact for the Receptionist role.
• Show Courage, Authenticity, and Integrity: Hold yourself accountable for decisions and behaviors, taking managed risks to achieve goals.
• Develop and Grow: Seek feedback, pursue professional development, and stay updated on industry practices through CMEs and training.
• Deliver Excellence, Always: Consistently exceed client expectations, prioritize client needs, and implement efficient processes.
• Leadership: Inspire colleagues through situational leadership, motivate team members, and contribute to a vision that aligns with MSI Kenya’s mission.

Company Culture and Values

MSI Reproductive Choices Kenya fosters a mission-driven, client-focused, and people-centered culture, guided by its commitment to empowering women and reducing unsafe abortions. Based in Nairobi, a hub for healthcare and development, MSI Kenya values integrity, sustainability, and pioneering solutions, creating a supportive environment for employees to thrive. The organization is committed to diversity, inclusion, and safeguarding, adhering to strict Anti-Fraud & Bribery and Safeguarding Policies, including protection for children and vulnerable adults. As a Receptionist, you will contribute to a culture that prioritizes client trust, compassion, and operational excellence, aligning with MSI Kenya’s goal of Making Choice Possible for every Kenyan.

How to Apply

Apply now for the Receptionist position at MSI Reproductive Choices Kenya in Nairobi. To submit your application:

• Complete the online application form via: Apply for Receptionist.
• Prepare a detailed CV highlighting your experience in office administration, accounting, and customer service, particularly in healthcare settings.
• Include a cover letter explaining your suitability for the Receptionist role and alignment with MSI Kenya’s mission and values.
• Attach copies of your Certificate/Diploma in Front Office Management, tertiary qualifications (if applicable), and any relevant certifications.
• Provide consent to the Recruitment Consent Form for the collection, use, and disclosure of personal data for employment evaluation and verification.
• Applications must be submitted by August 14, 2025.
• Only shortlisted candidates will be contacted for interviews.
• Note: MSI Reproductive Choices Kenya is an equal opportunity employer and does not charge any fees at any stage of the recruitment process. Candidates must adhere to MSI’s Anti-Fraud & Bribery and Safeguarding Policies. For accommodations due to disabilities, contact the employer directly through the application portal.

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Tags

Receptionist, Nairobi jobs, healthcare jobs, customer service careers, reproductive health careers

Role Overview

The Receptionist role at MSI Reproductive Choices Kenya in Nairobi is a critical position combining front office management, accounting, and client-centered care to support the organization’s mission of delivering quality sexual and reproductive health services. This permanent role involves managing client interactions, processing insurance claims, maintaining financial records, and supporting infection prevention protocols, making it ideal for professionals with expertise in administration and customer service. The Receptionist will contribute to MSI Kenya’s goal of Making Choice Possible, ensuring accessible and compassionate care for women in Nairobi.

Why This Role Matters

As a Receptionist, you will be the first point of contact for clients seeking reproductive health services, playing a pivotal role in creating a welcoming and supportive environment. Your work in managing front office operations, processing financial transactions, and resolving client complaints will directly impact client satisfaction and trust, advancing MSI Kenya’s mission to reduce unsafe abortions and empower women. The Receptionist role is both impactful and rewarding, offering a chance to make a meaningful difference in Nairobi’s healthcare sector while supporting gender equity and sustainable healthcare solutions.

Program Context: MSI Reproductive Choices Kenya

MSI Reproductive Choices Kenya is a leading NGO focused on delivering sexual and reproductive health services, family planning, and women’s health care across Kenya. Operating multiple centers in Nairobi and beyond, MSI Kenya collaborates with healthcare providers and communities to ensure accessible, client-centered services. The Receptionist role supports these efforts by managing front office and accounting tasks, ensuring operational efficiency and compliance with MSI Kenya’s policies. By aligning with the organization’s core values, the role contributes to a transformative mission that empowers women and improves health outcomes.

Day-to-Day Responsibilities

The Receptionist will engage in a variety of tasks to support front office operations, financial management, and client care. Daily responsibilities include:

• Client Interaction: Greeting and directing clients, answering calls, and addressing complaints for the Receptionist role.
• Data Entry: Registering client details accurately in SMART, SLADE, and LCT systems.
• Financial Management: Balancing cash accounts, managing petty cash, and processing billings.
• Insurance Claims: Preparing and submitting claims, maintaining relationships with third-party payers.
• Record-Keeping: Maintaining mail, complaint, and claims registers, ensuring accurate documentation.
• Facility Support: Assisting with cleaning, infection prevention, and client support during procedures.
• Professional Development: Participating in CMEs to stay updated on healthcare practices.

Skills Development Opportunities

The Receptionist role offers significant opportunities for professional growth, enhancing skills in administration, accounting, and customer service. Key development opportunities include:

• Administrative Expertise: Mastering front office management, data entry, and record-keeping for the Receptionist role.
• Financial Skills: Developing proficiency in reconciliations, petty cash management, and billing processes.
• Customer Service Excellence: Enhancing client interaction and complaint resolution skills in a healthcare setting.
• Compliance Knowledge: Gaining familiarity with infection prevention protocols and healthcare regulations.
• Team Collaboration: Building interpersonal skills through coordination with the Care Assistant and finance team.
• Professional Development: Accessing CMEs and training to stay updated on reproductive health practices.

These opportunities position you for career advancement in healthcare administration, customer service, or supervisory roles within MSI Kenya or the broader sector.

Working in Nairobi

Nairobi, Kenya’s capital and a hub for healthcare and development, provides a dynamic work environment for the Receptionist at MSI Reproductive Choices Kenya. Based at one of MSI Kenya’s centers, you will engage with diverse clients and collaborate with healthcare professionals in a vibrant setting. Nairobi’s role as a center for NGOs and healthcare innovation, with organizations like the United Nations and local hospitals, makes it an ideal location for contributing to reproductive health. With access to modern amenities and a supportive professional community, Nairobi offers a perfect backdrop for advancing your career in healthcare administration.

Career Growth Potential

The Receptionist role is a gateway to advanced roles in healthcare administration, customer service, or financial management. Key growth prospects include:

• Senior Administrative Roles: Advancing to positions like Centre Administrator or Office Manager.
• Healthcare Customer Service Careers: Transitioning to roles in client relations or patient advocacy.
• Financial Management Opportunities: Moving into roles in healthcare accounting or finance.
• Professional Development: Accessing certifications in customer service, accounting, or healthcare administration.
• Industry Impact: Contributing to MSI Kenya’s nationwide efforts to improve reproductive health outcomes.

The permanent nature of the role ensures long-term career stability and opportunities for growth in Nairobi’s healthcare sector.

Commitment to Diversity and Inclusion

MSI Reproductive Choices Kenya is an equal opportunity employer committed to fostering an inclusive workplace. The organization encourages applications from diverse backgrounds, including women, persons with disabilities, and marginalized groups, and adheres to strict Anti-Fraud & Bribery and Safeguarding Policies. As a Receptionist, you will contribute to a culture of compassion, integrity, and client-centered care, aligning with MSI Kenya’s mission to empower women and protect vulnerable populations.

Who Should Apply

The Receptionist role is ideal for professionals with a Certificate/Diploma in Front Office Management, at least 2 years of experience in office administration and accounting (preferably in healthcare), and a passion for reproductive health. If you have strong computer skills, a client-centered approach, and a commitment to MSI Kenya’s values, this position offers a chance to excel in Nairobi’s healthcare sector. Candidates with tertiary qualifications in accounts or customer care are particularly well-suited for the Receptionist role.

How to Stand Out as an Applicant

To increase your chances of being shortlisted for the Receptionist role:

• Highlight Relevant Experience: Emphasize your 2+ years of administration and accounting experience, especially in healthcare, in your CV.
• Showcase Qualifications: Include your Certificate/Diploma in Front Office Management and any tertiary qualifications.
• Demonstrate Customer Service Skills: Provide examples of client interactions or complaint resolution in your cover letter.
• Emphasize Technical Skills: Highlight proficiency in MS Office and electronic health record systems.
• Align with MSI’s Values: Reflect your commitment to mission-driven, client-focused care in your application.

Application Tips

When applying for the Receptionist position:

• Complete the Online Form: Fill out the application form accurately at Apply for Receptionist.
• Tailor Your CV: Highlight relevant experience, qualifications, and certifications for the Receptionist role.
• Write a Concise Cover Letter: Explain your suitability and alignment with MSI Kenya’s mission.
• Provide Consent: Agree to the Recruitment Consent Form for personal data use and verification.
• Submit Early: Applications are reviewed on a rolling basis, so apply before August 14, 2025.
• Ensure Accuracy: Verify that your application is complete and correctly formatted.

Why Work at MSI Reproductive Choices Kenya

Working as a Receptionist at MSI Reproductive Choices Kenya offers a unique opportunity to contribute to a transformative mission while advancing your career. Key benefits include:

• Impactful Work: Support women’s reproductive health and reduce unsafe abortions through client-centered care.
• Competitive Role: Enjoy a permanent position with opportunities for professional development.
• Dynamic Environment: Work in Nairobi’s vibrant healthcare sector, engaging with diverse clients and professionals.
• Career Advancement: Access pathways to senior administrative or customer service roles.
• Supportive Culture: Thrive in a mission-driven, inclusive organization that values compassion and excellence.

By joining MSI Kenya, you will play a critical role in Making Choice Possible, empowering women and improving health outcomes across Kenya.

Additional Information

MSI Reproductive Choices Kenya is an equal opportunity employer committed to fair and transparent recruitment processes. No fees are charged at any stage of recruitment, and candidates should be cautious of fraudulent requests for payment. Successful candidates must adhere to MSI’s Anti-Fraud & Bribery and Safeguarding Policies. For accommodations due to disabilities, contact the employer directly through the application portal. For more details, refer to the official application portal: Apply for Receptionist.

Conclusion

The Receptionist role at MSI Reproductive Choices Kenya in Nairobi is a transformative opportunity for professionals passionate about healthcare, administration, and client-centered care. By joining MSI Kenya, you will contribute to quality reproductive health services, empower women, and advance gender equity in a leading NGO. With a focus on compassion, integrity, and professional growth, this Receptionist position offers a chance to make a lasting impact in Nairobi’s healthcare sector. Apply today to become part of a team dedicated to Making Choice Possible for every Kenyan.