Senior Assistant Office Administrator

Role Overview

This position forms the administrative backbone of a busy office environment, where precision and discretion are essential. Day to day, the role involves producing accurate typed documents from handwritten drafts and voice recordings, managing incoming and outgoing communications, and acting as the first point of contact for visitors and callers. Because the work touches on confidential records and classified materials, the role directly supports smooth operations and protects the organisation from administrative and security lapses.

Key Responsibilities

• Prepare clean, error-free documents by transcribing from drafts, manuscripts, or audio dictation, and process routine data with consistency.
• Operate standard office machinery—such as computers, printers, and photocopiers—while troubleshooting minor operational issues.
• Welcome visitors and clients, determine their needs, and direct them to the appropriate officers or waiting areas.
• Manage incoming calls, take accurate messages, and coordinate appointments for team members to ensure timely follow-through.
• Safeguard all office records, documents, and equipment, and apply special security protocols to classified or sensitive materials.
• Draft simple, routine replies to letters and emails for supervisor approval, maintaining an appropriate professional tone.

Requirements & Qualifications

• A minimum of four years of relevant secretarial or clerical work experience is required.
• Business Education Single and Group Certificates (BES and GC) Stages I, II, and III from the Kenya National Examinations Council—or an equivalent qualification—covering Typewriting III at a minimum of 50 words per minute or Computerised Document Processing III.
• Shorthand III at a minimum speed of 100 words per minute, demonstrating the ability to capture and transcribe verbatim dictation accurately.
• Passes in Business English III or Communications II, Office Management III, Office Administration and Management III, Secretarial Duties II, and Commerce II within the same certificate framework.
• A Diploma in Secretarial Studies from the Kenya National Examinations Council or an equivalent recognised institution.
• Completion of a Public Relations and Customer Care course from a recognised training provider.
• Current registration with a relevant professional body governing secretaries or administrative professionals.