Job Description
Principal Office Administrator DPP 6 V/No: 7/2023
REQUIREMENTS FOR APPOINTMENT
For appointment to this grade, a candidate must have:
i) Served in the grade of Executive Secretary/Senior Office Administrator DPP 7 or in a
comparable and relevant position in the wider Public Service;
ii) Bachelor's Degree in Secretarial Studies/Social Science/Business Office Management or
its equivalent from a recognized institution;
iii) The following qualifications from the Kenya National Examinations Council:
o Typewriting III 50wpm;
. Shorthand III (120) wpm;
. Business English III /Communication II;
o Commerce II;
o Office Management lll / Office Administration and Management III; and 6
. Secretarial Duties II.
OR
Higher diploma in secretarial studies from the KNEC or equivalent from a recognized institution
v). Certificate in Computer applications;
v). Certificate in Secretarial Management Course;
v). Membership of Kenya National Secretaries Association;
vi). Demonstrated merit and ability as reflected in work performance and results; and
vii). Meet the requirements of Chapter Six (6) of the Constitution of Kenya 2010; Integrity,
leadership, Honesty, Accountability and Discipline in the service to people.
DUTIES AND RESPONSIBILITIES
An officer at this level may be deployed to work at any of the Departments at the Headquarters
under the guidance of a senior officer. Specifically, duties and responsibilities will include:
r. Coordinating the implementation of office administrative service cadre policies,
procedures in consultation with ODPP Management;
2. Receiving, recording and dispatching confidential mails and files received from
investigative agencies and administration departments;
3. Coordination of schedule of meetings in the office to enhance efficiency in service delivery
4. Updating the office diaries, appointments & travel itineraries;
S. Administering the security of office records and equipment;
6. Monitoring the procedures for record keeping of correspondence and file movements;
7. Managing office equipment in the delivery of office services;
8. Recording dictation and shorthand and transcribing it in type written form in High level
meetings;
9. Responding to routine correspondences for effective and efficient communications in the
ODPP;
10. Handling telephone calls, diaries and appointments;
11. Coaching, mentoring and guiding office administrative service personnel working under
them;
12. Participating in the implementation of protocol guidelines;
13. Safeguarding the image of the ODPP through provision of policies and procedures that
ensure high quality customer service to all stakeholders;
14. Managing e-office in order to ensure continuity of service delivery and quality work in
the Office; and
15. Cross referencing correspondences,