Senior Office Administrator

Grade: IPOA 7

Directorate: Human Resource & Administration

Department: Administration

Location / Work Station: Headquarters, Nairobi

Reporting Relationships

Reports to: Assistant Director, Office Administrative Services

Job Purpose

This cadre is responsible for providing 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 on Office Administration Services;
• Managing correspondences;
• Developing and maintaining the filing system in the respective office of deployment;
• Organizing meetings and preparing necessary materials for the meeting;
• Scheduling appointments and meetings;
• Making travel arrangements;
• Managing general administration of the office;
• Providing office protocol;
• Answering and directing phone calls;
• Maintaining and updating records in the respective office of deployment;
• Developing reports in respective office of deployment;
• Coaching, mentoring and supervising staff under their purview.

Knowledge, Experience and qualifications required

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

• Cumulative service period of six (6) years, three (3) of which must have been at the grade of Office Administrator I, IPOA 8 or in a comparable and relevant position;
• Bachelor’s Degree in Secretarial Studies or Business and Office Management or equivalent qualifications from a recognized Institution; OR
• Bachelor’s Degree in Social Sciences plus a Diploma in Secretarial Studies from a recognized institution;
• Secretarial management course lasting not less than four (4) weeks from a recognized Institution;
• Membership to a relevant professional body where applicable
• Proficiency in computer applications; and
• Shown merit and ability as reflected in work performance and results.