Job Description
OFFICE ADMINISTRATOR
JOB VACANCY No.: NaMATA/HR/24/2023
NaMATA JOB GRADE 7 – TWO (2) POSITIONS
(a) Job Specification
The Office Administrator, will report to the Senior (Human Resource Officer). He / She
will be responsible for ensuring appropriate reception of visitors and facilitating
communication into and out of the Authority, amongst other routine administrative office
duties, as will be guided.
(b) Duties and responsibilities
Specifically, duties and responsibilities at this level will entail:
(i) Co-ordinating the general administration of the Directors’ offices;
(ii) Managing the Directors’ diaries;
(iii) Coordinating appointments and travel itineraries for the Directors;
(iv) Attending to visitors/clients;
(v) Handling telephone calls;
(vi) Coordinating schedules of meetings;
(vii) Ensuring security of office records, equipment and documents including classified
materials;
(viii) Maintaining an up-to-date filing system in the office;
(ix) Establishing and monitoring procedures for record keeping of correspondence and
file movements;
(x) Preparing responses to simple routine correspondence;
(xi) Managing office protocol and etiquette;
(xii) Supervising office cleanliness;
(xiii) Ensuring security, integrity and confidentiality of data; and
(xiv) Undertaking any other office administrative services duties that may be assigned
(c) Requirements for Appointment
For appointment to this grade, a candidate must have:
(i) At least four (4) years relevant experience:
(ii) Diploma in Secretarial Studies from Kenya National Examinations Council;
OR
(i) 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 III (minimum 110 wpm)
b) Typewriting III (50 Wpm)/computerized Document processing III;
c) Business English III/Communication II
d) Commerce II;
e) Office practice II
f) Office Management III/Office Administration and Management III
g) Secretarial Duties II;
(ii) Certificate in Computer Application from a recognized institution; and
(iii) Shown merit and ability as reflected in work performance and results.
(d) Key competencies and Skills
(i) Communication skills
(ii) Interpersonal skills
(iii) Planning and organization skill