Ref: CRVWWDA / SOA/ 10/2024/25 (1 Post)
Job Purpose
The office administrators are responsible for the efficient management of office functions in the Agency. An officer at this level will work under the guidance of a senior manager.
Job Specifications???????
Duties and responsibilities at this level entail:
Taking oral dictation;
Using e-office to research and process data;
Operating office equipment;
Attending to visitors/clients;
Handling telephone calls;
Handling customer inquiries and complaints; coordinating schedules of meetings and appointments;
Coordinating travel arrangements;
Ensuring security of office records, equipment and documents including classified materials;
Ensuring security, integrity and confidentiality of information;
Maintaining an up to date filing system in the office;
Preparing responses to routine correspondence;
Managing office protocol and etiquette; and
Guiding and supervising other office administrative services personnel;
Maintaining office diary, appointments and travel itineraries;
Coordinating schedules of meetings; and
Supervising office cleanliness.
Person specification
For appointment to this grade, an officer must have:
Cumulative service period of nine (9) years relevant work experience three (3) of which should have been in the grade of Assistant Office Administrator I or in a comparable position;
Diploma in Secretarial Studies from a recognized institution;
OR
Business Education Single and Group Certificates (BES & GC) Stages I, II and III from the Kenya National Examinations Council in the following subjects:
Shorthand III (minimum 120 w.p.m.);
Typewriting III (50 w.p.m.)/Computerized Document Processing III;
Business English III/Communications III;
Commerce II;
Office Practice II/Office Procedures;
Office Management III/Office Administration and Management III;
Secretarial Duties II;
Proficiency in computer applications.
