Job Description
Job Title: Office Administrative Assistant
Grade: EPZA 9
Ministry /Corporation: EPZ-A
Directorate: Finance, Human Resource and Administration
Department: Human Resource and Administration
Division: N/A
Section / Unit: Administration
Location / Work station: Administration Building, Viwanda Road
Reporting Relationships
Reports to: Senior Assistant Office Administrator
Direct reports:
Indirect reports Office Assistants
Job Purpose
The job holder is responsible for secretarial services and clerical/administrative work.
Key Responsibilities / Duties / Tasks
I. Managerial / Supervisory Responsibilities
N/A
II. Operational Responsibilities / Tasks
a) Data processing from manuscripts
b) Operating office equipment and security of office equipment, documents and records
c) Attending to visitors and clients
d) Handling telephone calls and customers
e) Handling appointments
Job Dimensions:
I. Financial Responsibility:
N/A
II. Responsibility for Physical Assets
Responsible for physical assets assigned by the institution;
III. Decision Making / Job Influence
IV. Working Conditions:
Work predominantly within the office
Job Competencies (Knowledge, Experience and Attributes / Skills).
Academic Qualifications-KNEC
a) Diploma in Secretarial Studies from KNEC or equivalent from a recognized Institution OR
b) Business Education Single and Group Certificates (BES & GC) Stage I, II and III from the Kenya
National Examinations Council in the following subjects:-
c) Typewriting II (40w.p.m)/Computerized Document Processing II;
d) Shorthand 80 wpm
e) Business English II/Communications I;
f) Office Practice II;
g) Secretarial Duties II;
h) Commerce II; OR
i) Craft Certificate in Secretarial Studies from the Kenya National Examination Council;
Professional Qualifications / Membership to professional bodies
a) Certificate in computer applications from a recognized institution.
b) Meets the requirement of Chapter Six of the Constitution
Previous relevant work experience required.
Direct entry for Diploma in Secretarial Studies or equivalent qualification holders or three (3) years
relevant work experience for Craft Certificate holders 2 years’ serving experience
Functional Skills: Behavioral Competencies/Attributes:
Attention to detail
Communication skills
Interpersonal skills.
Honest and confidentiality