Job Description
IPOA/HR/13/2024; PRINCIPAL OFFICE ADMINISTRATOR, IPOA GRADE 6 (1
POSITION) (CONSOLIDATED SALARY KSH.: 165,380 – 270,600)
Job Title Principal Office Administrator
Grade IPOA 6
Directorate Human Resource and Administration
Department Administration
Location / Work Station Headquarters, Nairobi
Reporting Relationships
Reports to Assistant Director, Office Administrative
Services
Direct Reports
Senior Office Administrator
Administratively: Security Officer I, Senior
Driver
Indirect Reports Office Administrator
Job Purpose
Responsible for coordinating provision of secretarial services in an effective and
efficient manner throughout the Authority.
Key Responsibilities/ Duties / Tasks
I. Managerial / Supervisory Responsibilities
1. Supervise implementation and/or review of policies, strategies, guidelines,
plans, standards and procedures that impact on Office Administration
Services;
2. Coordinate management of correspondences;
3. Supervise development and maintenance of filing system in the respective
office of deployment;
4. Lead in scheduling of appointments and meetings;
5. Coordinate travel arrangements;
6. Coordinate office protocol;
7. Manage office petty cash;
8. Manage records in the respective office of deployment;
9. Lead in the development of reports in respective office of deployment;
10.Coach, mentor, supervise and facilitate capacity development activities for
staff under their purview; and
11.Supervise development and implementation of individual work plan for officers
under their purview.
II. Operational Responsibilities / Tasks
1. Organize meetings and prepare necessary materials for the meeting;
2. General administration of the office;
3. Answer and direct phone calls;
4. Collaborate with other stakeholders, directorates and departments;
5. Implement management decisions;
6. Implement management decisions;
7. Implement risk mitigation measures;
8. Develop and implement individual work plan.
Job Dimensions:
I. Financial Responsibility
Coordinate preparation of annual work plan, procurement plan and budgets.
II. Responsibility for Physical Assets
Responsible for Office equipment, furniture and records
III. Decision Making / Job Influence
1. Managerial decisions
2. Operational decisions
IV. Working Conditions
Predominantly in an office setting with occasional field travel.
Job Competencies (Knowledge, Experience and Attributes / Skills).
Academic qualifications
Master’s degree in Business Administration/Management or any other relevant
and equivalent qualifications from a recognized Institution; and
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.
Professional Qualifications / Membership to professional bodies
1. Secretarial management course lasting not less than four (4) weeks from a
recognized Institution;
2. Management course lasting not less than four (4) weeks from a recognized
institution.
Previous relevant work experience required.
Served in the position of Senior Office Administrator for a minimum period of three
(3) years at IPOA grade 7 or for a period of nine (9) years in office administration in
the Public or private sector.
Functional Skills, Behavioral Competencies/Attributes:
Functional Skills: Behavioral Competencies/Attributes:
1) Record management
2) Organization and Planning
3) Dispute Resolution
4) Decision Making
5) Interpersonal
6) Communication
7) Analytical
1) Transparency and accountability
2) Ethics and Integrity
3) Team player
4) Creativity and innovation
5) Emotional intelligence
6) Resilience
7) Independence