Principal Office Administrator

Job Title: Office Administrator

Location: Nairobi, Kenya (or as per station)

Job Purpose

To provide high‑level administrative and secretarial support, ensuring efficient office operations and effective records management.

Key Responsibilities

• Manage the executive’s diary, schedule meetings, and coordinate travel arrangements.
• Prepare and process correspondence, reports, and minutes of meetings.
• Maintain filing systems (physical and electronic) and ensure confidentiality of documents.
• Handle incoming and outgoing communications, including screening calls and emails.
• Supervise junior clerical staff and ensure office supplies are replenished.
• Liaise with internal departments and external stakeholders on administrative matters.
• Perform any other duties assigned by the supervisor.

Qualifications and Requirements

For appointment to this grade, a candidate must meet the following:

Option 1

• Served at the level of Senior Office Administrator for at least three (3) years, OR a minimum of nine (9) years’ relevant work experience in the Public or Private Sector.
• Bachelor’s Degree in Secretarial Studies, Social Science, Business Office Management, or its equivalent from a recognized institution.
• Typewriting III / Computerized Document Processing III (50 wpm).
• Shorthand III (120 wpm).
• Business English III / Communication II.
• Commerce II.
• Office Management III / Office Administration and Management III.
• Secretarial Duties II.
• Office Practice II.
• Certificate in Computer Applications.
• Certificate in Senior Management Course lasting not less than four (4) weeks from a recognized institution.
• Certificate in Secretarial Management Course from a recognized institution.
• Membership of Kenya National Secretaries Association.
• Meets the requirements of Chapter Six (6) of the Constitution of Kenya 2010.

Option 2

• Served at the level of Senior Office Administrator for at least three (3) years, OR a minimum of nine (9) years’ relevant work experience in the Public or Private Sector.
• Higher Diploma in Secretarial Studies from KNEC or equivalent from a recognized institution.
• Certificate in Computer Applications.
• Certificate in Senior Management Course lasting not less than four (4) weeks from a recognized institution.
• Certificate in Secretarial Management Course from a recognized institution.
• Membership of Kenya National Secretaries Association.
• Meets the requirements of Chapter Six (6) of the Constitution of Kenya 2010.

Skills and Competencies

• Excellent written and oral communication skills.
• Strong organizational and time‑management abilities.
• Proficiency in office software and computer applications.
• High level of integrity, confidentiality, and professionalism.
• Ability to work under pressure and meet deadlines.
• Good interpersonal and team‑working skills.

How to Apply

Interested candidates should submit their application letter, detailed CV, and copies of relevant certificates to [email address] or [postal address] by [closing date]. Clearly indicate “Office Administrator – [Your Name]” in the subject line. Only shortlisted candidates will be contacted. Female candidates and persons with disabilities are encouraged to apply.