Job Description
POSITION: CHIEF ASSISTANT OFFICE ADMINISTRATOR - JOB GROUP CPSB 07 ‘M’ (2 POSTS)
Basic Salary: Kshs. 49,000 x 2,170 –51,170 x 2,550 –53,720 x 2,650 – 56,370 x 2,750 – 59,120 x 2,920
– 62,040x3,080 – 65,120 p.m.
Duties and Responsibilities
a) Take oral dictation;
b) Research and process data;
c) Operate office equipment;
d) Attend to visitors/clients;
e) Handle telephone calls;
f) Coordinate schedules of meetings and appointments;
g) Ensure security of office records, equipment and documents including classified materials;
h) Prepare responses to routine correspondence;
i) Manage office protocol and etiquette;
j) Manage petty cash;
k) Monitor procedures for record keeping of correspondence and file movements; maintaining
an up to date filing system in the office;
l) Coordinate travel arrangements;
m) Handle customer inquiries and complaints; and
n) Establish and undertake any other office administrative services duties that may be
assigned.
Requirements for Appointment
For appointment to this grader an officer must have: -
a) Served in the grade of Senior Assistant Office Administrator, Job Group CPSB 08 ‘L’ for a
minimum period of three (3) years;
b) Diploma in Secretarial Studies from the Kenya National Examinations Council;
OR
c) Business Education Single and Group Certificates (BES & GC) Stages I, II and III from the Kenya
National Examinations Council in the following subjects:-
a) Shorthand Ill (minimum 120 w.p.m);
b) Typewriting 111(50 w.p.m.)/Computerized Document Processing III;
c) Business English III/Communications II;
d) Commerce II;
e) Office Practice II;
f) Office Management ITI/Office Administration and Management III; and
g) Secretarial Duties II;.
d) Certificate in Secretarial Management Course lasting not less than four(4) weeks from
Kenya School of Government or any other Government Training Institution;
e) Certificate in Supervisory Skills Course tasting not less than (2) weeks from a recognized
institution;
f) Certificate in computer applications from a recognized Institution; and
g) Shown merit and ability as reflected in work performance and result.