Job Description
JOB TITLE: ASSISTANT OFFICE ADMINSTRATOR II
REPORTING TO: ASSISTANT DIRECTOR HUMAN RESOURCE & ADMINISTRATION
DEPARTMENT: CORPORATE SERVICES
DIVISION: HUMAN RESOURCE & ADMINISTRATION
GRADE: CAJ 8
NO. OF POSTS 1
TERMS OF EMPLOYMENT: PERMANENT AND PENSIONABLE
MAIN RESPONSIBILITIES
Duties and responsibilities entail:
- Taking oral dictation;
- Managing e-office;
- Word and data processing;
- Operating office equipment;
- Maintaining office diary, appointments and travel itineraries;
- Attending to visitors/clients;
- Handling telephone calls; coordinating schedules of meetings;
- Ensuring security of office records, equipment and documents, including
classified materials;
- Maintaining an up to date filing system in the office;
- Establishing and monitoring procedures for record keeping of
correspondence and file movements;
- Preparing responses to simple routine correspondence;
- Managing office protocol and etiquette;
- Supervising office cleanliness; managing petty cash;
- Ensuring security, integrity and confidentiality of data; and
- Undertaking any other office administrative services duties that may be
assigned.
COMPETENCIES
For appointment to this position, a candidate must have;
- Served in the grade of Assistant Office Administrator III for a minimum
period of four (4) years or its equivalent
- Diploma in Secretarial Studies from the Kenya National Examinations
Council (KNEC) and;
- Business Education Single and Group Certificates (BES & GC) Stages I, II
and III from the Kenya National Examinations Council (KNEC) in the
following subjects:
(a) Shorthand III (minimum 120 w.p.m.),
(b) Typewriting III (50 w.p.m.)
(c) Business English III/Communications II,
(d) Commerce II,
(e) Office Practice II,
(f) Secretarial Duties II, and
(g) Office Management III/Office Administration and Management III;
- Certificate in Customer Care course from a recognized institution;
- Certificate in Computer Application Skills from a recognized institution;
CLEARANCE/COMPLIANCE CERTIFICATES
Applicants should attach copies of clearance and/or compliance certificates from:
- Kenya Revenue Authority
- Ethics & Anti-Corruption Commission
- Directorate of Criminal Investigations (CID)
- A credit reference bureau
- Higher Education Loans Board
The Closing date of applications is on 14th February’ 2022 at 4.30pm