Office Administrator

Overall purpose of the job

The incumbent will assist in the implementation of policies, procedures and processes in the deployed department.

Job specifications (duties)

The duties and responsibilities at this level entail: -

• Assisting in analyzing student application forms, job application forms, tender documents, ISO documents, training evaluation forms to ensure accuracy of data;
• Assisting in managing office protocol and etiquette by attending to visitors/clients, handling customer enquiries, complaints and telephone calls while maintaining confidentiality;
• Information management by receiving, collecting and processing information from internal and external sources to ensure informed decision making and proper policy implementation;
•  Assisting in retention of records by ensuring security of office records, equipment and documents including classified materials;
• Assisting in coordinating schedules of meetings and appointments; communicate to all concerned parties within timelines to avoid conflict of activities;
• Assisting in preparing responses to routine correspondences for information and action
• Assisting in maintaining an up-to date filing system by establishing and monitoring procedures for record keeping and easy retrieval;
• Manage the office by ensuring proper layout, cleanliness, tidiness and safe custody of office equipment and furniture;
• Assisting in coordinating travel arrangements to avoid last minute rush and inconveniences;
• Provide secretarial services by attending meetings and taking minutes for future reference and circulating as required by ISO 9001; and
• Assisting in managing office petty cash to ensure smooth running of office activities.

Persons’ specifications

For appointment to this grade, an officer must have: -

• Diploma in Secretarial Studies from the Kenya National Examinations Council (KNEC) or other relevant and equivalent qualifications from a recognized institution;
• Meet requirements of Chapter 6 of the Constitution; and
• Proficiency in Computer Applications.