Job Description
OFFICE ADMINISTRATOR
KNQA GRADE 8 – ONE (1) POST - REF NO. KNQA/NO. 15/2021
Salary Scale: Ksh. 36,324 - Ksh. 47,647pm
Leave Entitlement: 30 days per financial year
Terms of Service: Permanent and pensionable
For appointment to this grade a candidate must have: -
i. Diploma (KNQF Level 6 or equivalent) in Secretarial Studies or any other equivalent from a recognized institution;
ii. Have passed the following examinations from the Kenya National Examinations Council (KNEC);
a)Typewriting III (Minimum 50 w.p.m.)/Computerized document processing III;
b)Shorthand III (120 w.p.m);
c)Business English III/Communications I;
d)Office Management III/Office Administration and Management III;
e)Secretarial Duties II;
f) Commerce II;
iii. Proficiency in computer applications;
Duties and Responsibilities
i. Attending to visitors/clients;
ii. Handling telephone calls and enquiries;
iii. Handling customer inquiries and complaints;
iv. Ensuring security of office records, equipment and documents;
v. Ensuring confidentiality of office information;
vi. Record keeping for correspondences and file movement;
vii. Managing office protocol and etiquette;
viii. Managing petty cash for the respective office;
ix. Maintaining an up to date file movement register;
x. Coordinating the general administration of the respective department/office;
xi. Coordinating schedule of meetings and appointments for the respective departments/office;
xii. Coordinating travel arrangements for the respective departments/office;
xiii. Coordinating appointments and travel itineraries for the Chief Manager;
xiv. Preparing responses to simple routine correspondence for the Chief Manger; and
xv. Monitoring procedures for record keeping for correspondences.
xvi. Ensuring security, integrity and confidentiality of data; and
xvii. Undertaking any other office administrative services duties that may be assigned.