Assistant Office Administrator I - 2 Posts

Job Purpose

• Responsible for provision of secretarial services in an effective and efficient manner throughout the Authority.

Key Responsibilities/ Duties / Tasks

An officer at this grade will undertake the following duties and responsibilities:

• Implementing policies, strategies, guidelines, plans, standards and procedures that impact Office Administration Services.
• Taking oral dictation and preparing responses to simple routine correspondences.
• Maintaining an up-to-date filing system and ensuring the security of office records, equipment, and documents.
• Coordinating schedules of meetings, maintaining office diary appointments, and travel itinerary.
• Answering and directing phone calls.
• Consolidating data for reports and ensuring the security, integrity, and confidentiality of data.
• Coordinating development and implementation of individual work plans for officers under their purview.
• Operating office equipment.
• Attending to visitors/clients.

Knowledge, Experience and qualifications required

For appointment to this grade, an officer must have the following Qualifications:

• Served in the grade of Assistant Office Administrator II, IPOA 9 or comparable and relevant position in public service for a minimum period of three (3) years;
• Diploma in Secretarial Studies from the Kenya National Examination Council or equivalent qualifications from a recognized institution;

OR

• Business education single and group certificate stages I, II and III from
• Kenya National Examination Council in the following subjects:-
  • Shorthand III (110 w.p.m.)
  • Typewriting III (50 w.p.m.) / Computerized Document Processing III;
  • Business English III/Communication II;
  • Commerce II;
  • Office Management III/Office Administration and Management III; and
  • Secretarial Duties II;
• Public Relations and Customer Care Course lasting not less than two (2) weeks from a recognized institution; and
• Certificate in Computer applications.