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.
