Join Kenya Airways as a KQ Academy Administrative Assistant
Location: Nairobi, Kenya
Application Deadline: 15th July 2025
Kenya Airways, the Pride of Africa, continues to shape the future of aviation in the region by delivering world-class services to its customers and maintaining high operational standards. A cornerstone of this excellence is the Kenya Airways Academy (KQ Academy), which is dedicated to delivering superior training and learning experiences to both internal and external clients.
To support this mission, Kenya Airways is pleased to announce a career opportunity for a KQ Academy Administrative Assistant, based at the Pride Centre in Nairobi. This role is central to the efficient running of the KQ Academy and directly supports its commitment to providing a seamless and professional training environment.
This is an exciting opportunity for a highly organized, detail-oriented individual with strong administrative experience to contribute to a reputable and growing learning institution within one of Africa’s leading airlines.
About the Role
The KQ Academy Administrative Assistant will play a pivotal role in managing administrative operations, ensuring excellent customer service, and supporting the learning and development processes at the Academy.
This role reports to the relevant unit within the People Department and is stationed at the Pride Centre, the heart of KQ’s training operations. The successful candidate will contribute to the smooth day-to-day running of the Academy while fostering a welcoming and efficient learning environment for students, trainers, and other stakeholders.
Key Responsibilities
As the KQ Academy Administrative Assistant, you will be entrusted with a variety of duties designed to ensure that all aspects of administration and coordination within the Academy are performed effectively and professionally. Your core responsibilities will include:
1. Reception and Customer Service
- Receive and welcome guests and deliveries to the KQ Academy to ensure they experience professional and courteous service.
- Act as the first point-of-contact for KQ Academy customers, including students, instructors, and visitors, addressing their inquiries and guiding them appropriately.
- Maintain a high level of customer service to uphold the Kenya Airways brand and learning environment standards.
2. Administrative Records Management
- Maintain accurate and up-to-date administrative records to support reporting, monitoring, and decision-making.
- Keep records of student applications, training attendance, course outcomes, and other important documentation.
- Manage document filing systems (both physical and digital) to ensure accessibility and security of information.
3. Learning Venue and Classroom Coordination
- Coordinate the booking of classrooms and training venues to accommodate scheduled training programs.
- Support the physical setup of classrooms, ensuring the required materials, tools, and equipment are available for each session.
- Ensure that training venues meet the cleanliness, safety, and equipment standards expected of a world-class learning facility.
4. Student Application Processing
- Receive, review, and process student applications in accordance with the set guidelines and timelines.
- Follow up on missing or incomplete documents and maintain a system for tracking application progress.
- Coordinate with students and instructors to ensure proper communication and timely course enrollments.
5. Vendor and Service Provider Support
- Supervise and coordinate with service providers including catering, cleaning, IT support, and external learning and development specialists.
- Ensure these services meet the Academy’s operational standards and align with its schedules and events.
- Escalate any service-related issues to management and provide feedback to vendors for continuous improvement.
6. Stationery and Inventory Monitoring
- Track the use of office supplies, stationery, and printing materials.
- Ensure timely restocking and maintain proper records of inventory usage and expenditures.
- Coordinate with procurement teams when stock levels fall below minimum thresholds.
7. Billing and Fee Management
- Monitor and track student fee payments to ensure timely billing and collection.
- Liaise with the finance department to reconcile billing records with student enrollments and services rendered.
- Provide assistance to students regarding payment inquiries and ensure accurate financial documentation.
Job Requirements
Educational Qualifications:
- A Diploma or Degree in Business Administration, Office Management, or a closely related field is required.
Professional Experience:
- A minimum of 5 years’ experience in administrative roles within a large service-oriented organization.
- Prior experience in training institutions or learning environments will be an added advantage.
Technical Skills:
- Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
- Basic accounting knowledge is desirable, especially in processing payments and preparing billing records.
- Familiarity with student information systems is an advantage.
Interpersonal and Organizational Competencies:
- Strong knowledge of office procedures and administrative systems.
- Excellent organizational skills, with the ability to manage multiple priorities and meet deadlines under pressure.
- Strong attention to detail to ensure accuracy in documentation, reporting, and communication.
- Effective interpersonal and communication skills to liaise with students, instructors, vendors, and internal stakeholders.
- A professional demeanor with high ethical standards and a commitment to confidentiality and integrity.
- Ability to exercise sound judgment and solve administrative challenges in a proactive and efficient manner.
Why Join Kenya Airways?
Kenya Airways is not only one of Africa’s most reputable airlines but also an institution that values people, professionalism, and continuous learning. As part of the KQ Academy, you will:
- Be part of a highly professional team committed to developing skills for the aviation industry and beyond.
- Work in a dynamic and fast-paced environment where innovation and initiative are valued.
- Access professional growth and career advancement opportunities.
- Contribute to impactful learning programs that shape future aviation professionals.
Application Instructions
If you meet the requirements outlined above and are enthusiastic about becoming part of a progressive and professional training institution, we invite you to apply for the KQ Academy Administrative Assistant role.
Kenya Airways is proud to be an equal opportunity employer, and all applications will be treated with the highest level of confidentiality.
