Job Description
SENIOR OFFICE ADMINISTRATOR I – GRADE 10 (CUK/NT/ADMIN/3/22)
Basic Salary per month: Kshs. (46,978.00- 68,512.00)
House Allowance per month: Kshs. (35,383.00)
Applicants:
i. Must possess Bachelors Degree in Secretarial Studies or Bachelor of Business and
Office Management or equivalent qualifications from a recognized institution
ii. Must possess three (3) years experience at Grade 9 or comparable position with
exposure to relevant policies, strategies and activities.
iii. Must possess Certificate in Computer Applications (Windows, MS-Word, MS-Excel,
MS-Access, PowerPoint and Internet) from a recognized institution.
iv. Must possess good interpersonal, teamwork, organizational, Time management,
decision making and problem solving skills
v. Must exhibit Excellent public relations, excellent communication and report writing
skills, ability to work long hours and under pressure in meeting strict deadlines
vi. Membership in a professional body and possession of any other relevant
qualifications will be an added advantage.
OR
i. Must possess Higher National Diploma in Secretarial Studies from Kenya National
Examinations Council (KNEC) or equivalent qualification from a recognized institution
ii. Must possess three (3) years experience at Grade 9 or comparable position with
exposure to relevant policies, strategies and activities.
iii. Must possess Certificate in Computer Applications (Windows, MS-Word, MS-Excel,
MS-Access, PowerPoint and Internet) from a recognized institution.
iv. Must possess good interpersonal, teamwork, organizational, Time management,
decision making and problem solving skills
v. Must exhibit Excellent public relations, excellent communication and report writing
skills, ability to work long hours and under pressure in meeting strict deadlines
vi. Membership in a professional body and possession of any other relevant
qualifications will be an added advantage.
OR
i. Bachelors degree AND
ii. Must possess KCSE Certificate with a minimum mean grade of C- or equivalent;
iii. Must possess Typewriting III (50 wpm);
iv. Must possess Office Management III;
v. Must possess Business English II;
vi. Must possess Secretarial Studies II;
vii. Must possess Commerce II;
viii. Must possess Shorthand II (100 wpm);
ix. Must possess three (3) years experience at Grade 9 or comparable position with
exposure to relevant policies, strategies, and activities.
x. Must possess a Certificate in Computer Applications (Windows, MS-Word, MS-Excel,
MS-Access, PowerPoint, and Internet) from a recognized institution.
xi. Must possess good interpersonal, teamwork, organizational, Time management,
decision making, and problem-solving skills
xii. Must exhibit Excellent public relations, excellent communication, and report writing
skills, ability to work long hours and under pressure in meeting strict deadlines
xiii. Membership in a professional body and possession of any other relevant
qualifications will be an added advantage.
Duties and responsibilities for Senior Office Administrator, I Grade 10
a) Record events and maintain office diary, appointments, and travel itineraries for the
supervisor to ensure proper time management and availability for the different events
b) Bring to the attention of the supervisor priority matters that require attention on a daily
basis;
c) Ensure busy diary commitments, papers, and travel arrangements are managed
effectively including producing a daily folder with diary, necessary papers, etc.;
d) Conduct weekly diary meetings with the supervisor to discuss upcoming engagements,
invitations, and other requests;
e) Receive and attend to internal and external visitors and clients to give relevant
information and ensure good corporate image.
f) Receive and answer telephone calls to give relevant information to the different queries
from client’s parents, staffs and other stakeholders.
g) Coordinate schedules of meetings for the department by communicating the venue,
agenda, time and organize for the refreshment for the members involved.
h) File and maintain office records and documents for future reference and ease retrieval.
i) Ensure security of office documents by locking them up and putting passwords, saving on
clouds and ensuring backups for confidentiality and integrity.
j) Establish and monitor procedures for record keeping of correspondences and file
movements by ensuring signing off by the involved parties.
k) Manage office protocol and etiquettes by diplomatic approach to ensure corporate
image is maintained.
l) Ensure cleanliness of the office to enhance good working environment for the inhabitants.
m) Maintain and account for usage of petty cash/ standard imprest allocated to the
department for operations.
n) Take oral dictation from the supervisor and act accordingly for effective running of the
office;
o) Filter emails, highlight urgent correspondence and print attachments;
p) Schedule on behalf of the supervisor meetings between him and his direct reports and the
committees and groups to which he is a member;
q) Filter general information, queries, phone calls and invitations to the supervisor by
redirecting or taking forward such contact as appropriate;
r) Handle correspondence: Prepare reports, draft and prepare responses, provide
feedback and forward requests to relevant people;
s) Monitor and follow up on assigned activities, ensuring quality and timely completion of
tasks;
t) Supervise support staff attached to the office,
u) Reading and analyzing incoming memos submission and reports to determine
their significance and plan their distribution.
May be required to perform other related or unrelated duties based on the company’s needs.