JOB PURPOSE

The Office Administrative Officers are responsible for ensuring an organization’s operations run smoothly by effectively managing calendars, handling communication, and maintaining office records.

JOB DESCRIPTION

• Taking oral dictation;
• Using e-office to research and process data;
• Operating office equipment;
• Attending to visitors/clients;
• Handling telephone calls; 
• Booking rooms and conference facilities;
• Handling customer inquiries and complaints;
• Ensuring security of office records, equipment, and documents, including classified materials;
• Ensuring security, integrity, and confidentiality of data;
• Updating an up-to-date filing system in the office;
• Preparing responses to routine correspondence;
• Managing office protocol and etiquette;
• Managing petty cash;
• Identifying areas of risk in the department;
• Implementing the department’s charter;
• Promoting Business Process Re-engineering (BPR);
• Implementing the business continuity plan for the department; and
• Fostering a corporate culture that promotes ethical practices and good corporate citizenship.

Qualifications, Skills and Experience Required:

For appointment to this grade, an officer must have: 

• Demonstrated merit and ability as reflected in work performance and results.
• Nine (9) years cumulative experience, three (3) years of which should have been at the grade of Assistant Office Administrator I or in a comparable position in the Public or Private sector; 
• Holds Diploma in Secretarial Studies from the Kenya National Examinations Council (KNEC)/recognized institution;
• Membership to a relevant professional body in good standing; 
• Proficiency in computer applications; and
• Demonstrated merit and ability as reflected in work performance and results.